Questions and Responses.xlsx
XLSX spreadsheet 24 KB Posted
- Solicitation number
- 86614326Q00002
About this file
This is a Questions and Responses document addressing vendor inquiries regarding HUD solicitation 86614326Q00002 for the 2026 Innovative Housing Showcase event planning, logistics, and graphics/marketing support. The document provides 88 government responses clarifying requirements, scope, pricing methodology, and evaluation criteria for an IDIQ contract supporting a three-day event on the National Mall scheduled for May 30, 2026.
Key contractual and operational details include: the event anticipates approximately 1,000 visitors per day across the three-day showcase; HUD will not provide budget ceilings or estimated task order values, requiring offerors to size proposals independently; pricing should reflect estimates based on historical event scale rather than detailed government specifications for equipment (generators, dumpsters, portable toilets, office trailers, cranes, forklifts); contractor-procured services include 24/7 on-site security, paramedic coverage during public hours only, and all logistics coordination; exhibitor monitoring requires a minimum of one monitor per enterable exhibit based on past experience; and the contractor must develop sponsorship and exhibitor recruitment plans to support HUD's existing outreach efforts. The government acknowledges that expenses not accounted for in the Performance Work Statement may result in post-award increases. Offerors may propose functional categories with subcontractors identified post-award, though high subcontractor reliance increases performance risk and the prime contractor must perform at least one mission-critical function. Past performance references must fall within five years prior to submission, with prime contractor experience constituting the majority of evaluated experience. The 5% fee rate shown in the pricing worksheet is example only, with no specified caps on indirect rates. Evaluation will assess completeness of scope coverage, staffing realism, and whether proposals demonstrate understanding of PWS requirements; unrealistically low pricing will be evaluated as potential performance risk.
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Other files
| File | Type | Posted |
|---|---|---|
| HUD 2026 Innovative Housing Showcase Solicitation.docx | DOCX document | |
| Attachment 1 Cost Proposal.xlsx | XLSX spreadsheet | |
| Attachment 3 Past Performance Chart.docx | DOCX document | |
| Attachment 2-Past Performance Survey.docx | DOCX document |
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Sheet1
| # | Solicitation Reference | Vendor Question | Government Response |
| 1 | General | Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past. | There was a past requirement with a reduced scope, BPA 86614322A00001, with Effort LLC. |
| 2 | General | There are multiple references in the PWS that indicate “Contractor may be required”. Can we assume that these assignments are not part of the current work requirement from an hour and cost perspective, and that any work assigned to the Contractor that is identified as “may be required” will be handled as a modification and the Contractor will be asked and eligible for additional funding to execute these assignments? | Task 5.2.2 - the offeror should include additional costs associated with an off-site location for the educational event. For 2026 HUD anticipates using the National Mall to stage the homes, educational panels, and the exhibitors. However, the offeror should estimate the cost to rent a venue to hold up to 200 attendees for educational panels if needed. Task 5.2.3 - the offeror should assume this is a cost of doing buisness. Task 5.2.6 - the offeror should be prepared to amend the events plans depending on HUD/NPS requirements and exhibitor requirements. The cost should reflect changes to the plans. Task 5.3.2 - the offeror should provide additional costs associated with AV requirements, in the event HUD decides to procure all the needed services and equipment. Task 5.3.3 - the offeror should be include a cost estimate for providing assistance for the hearing impaired attendees for the educational panels. Note: HUD acknowledges that expenses not accounted for in the PWS may result in a post-award increase. |
| 3 | 5.2.1 | Can we assume that additional funding will be provided to the Contractor should location, evaluation and permitting of an alternate location be required? | HUD does not anticipate an alternative site for the 2026 IHS. If there is a need, HUD will modify the contract and will require coordinations between the offeror and HUD staff. |
| 4 | 5.2.2 | Please clarify what the “off-site program” would look like? | HUD anticipates that this event will take place at the National Mall, however, if that changes, HUD will require the contractor to find an alternative location within walking distance of the national mall to hold the event.HUDwill hold a day of educational panels, and a day for a career expo inviting attendees from the general public and stakeholders to listen to industry experts on varies topics related to the housing industry. see row 2. |
| 5 | 5.2.3 | Please provide details to define what the Government is looking for in the way of event concept. | This means the overal theme of the event |
| 6 | 5.2.3 | For the sponsor and exhibitor recruitment plan, is the Contractor responsible solely for developing plans for the Government to execute against, or is the Contractor responsible for executing these plans as well? | It will be a plan created by the offeror, approved by HUD and executed by the offeror and HUD. |
| 7 | 5.2.3 | If development of the sponsor and exhibitor recruitment plan is a new requirement, please provide a copy of a previous plan developed by the Government. | HUD does not currently have a formal plan for recruitment. Exhibitors have been recruited through a general call posted on the Federal Register and the showcase website, as well as through outreach to previous exhibitors. |
| 8 | 5.2.5 | Does the Government/Contractor provide and incur costs for any additional services or equipment to the exhibitors outside of the tent/power? | HUD is seeking an offeror to develop a structured and strategic recruitment plan. This plan should identify and outline target organizations and stakeholders to engage for exhibitors and showcase sponsors, ensuring a more coordinated and effective approach. |
| 9 | 5.2.7 | Is the Contractor responsible only for attendee marketing and advertising? | The contractor will provide overall site logistics coordination and operational support necessary to facilitate exhibitor participation in the Showcase. In addition to base event infrastructure such as tents and power distribution, contractor support to exhibitors is anticipated to include coordination assistance related to delivery scheduling and access windows, guidance regarding applicable transportation and DOT permitting considerations, provision of heavy equipment and qualified operators necessary for exhibit setup and teardown activities, waste management support including dumpsters, and overnight site security during setup, run of show, and teardown periods. The contractor shall support compliance with all applicable National Park Service (NPS) requirements and the requirements of other authorities having jurisdiction. |
| 10 | 5.2.7 | Is the Government responsible for sponsor/exhibitor marketing and advertising or is the Contractor responsible for that? | The contractor is responsible for all items outlined in the PWS, including attendee marketing and advertising. |
| 11 | 5.2.7 | For marketing and advertising that is the Contractor’s responsible, please provide a copy of the previous plan. | We anticipate the offeror to support the government. |
| 12 | 5.2.7 | Is there a number of impressions the Government is looking to achieve? | No previous plan, but HUD is currently looking at digital signage ads, and digital ads that are geo-located. |
| 13 | 5.2.7 | Is the Contractor expected to purchase advertising as well as seek gratis placement in industry and local media? | Based on budget and platform. There is no hard number. |
| 14 | 5.2.8 | Please confirm that the Contractor will be provided additional funding for securing support equipment and services for identified activities and musical performances. | Yes, if possible |
| 15 | 5.3.2 | This indicates that HUD/Contracting Officer may opt to provide/procure all or part of the AV support and communication – please explain this further. | Funding will be provided for this - should be included in proposal. See #83 for information on musical performances. |
| 16 | 5.3.2 | Should HUD/Contracting Officer opt to provide/procure part of the AV support and communication, how will the Government ensure that the equipment or support is compatible with Contractor-provided equipment or support? | The offeror should include a clear budget for the AV support. HUD has a professional broadcast team that can help supplement and the contractor would largely be used for staging, sound, lighting, rigging, etc ... not photography, video, or livestreaming |
| 17 | 5.3.2 | Should HUD/Contracting Officer opt to provide/procure all of the AV support and communication, will the Contractor be responsible for providing operators for equipment from another Contractor? If so, please confirm that Contractor will not be responsible for equipment failure. | HUD has a professional broadcast team with professional equipment that can pair up with any vendor via industry standard connections. |
| 18 | 5.3.3 | Please clarify the expectations for registration. Please include whether this event requires onsite registration of attendees, whether credentialing requests are provided in advance with credentials distributed onsite, whether onsite requests for credentialing will be accommodating, and how this has been handled in the past. | If OPA supplies it's own equipment for AV the vendor will not be held liable for failure of provided equipment. Again HUD has a professional broadcast team that has professional broadcast level equipment that is refreshed to industry standards. |
| 19 | 5.3.3 | Please confirm that purchasing of advertising, and/or merchandise requested by the CO will be conducted through additional funding. | Credentialing in the past has been handled in house with sign up forms and printed name tags. HUD is seeking a vendor with software to make this process more digital and user friendly. |
| 20 | 5.3.3 | Please confirm that any requirements formally requested in writing by the CO indicates that a modification with additional funding will be issued. | The offeror should include costs associated with purchasing advertising, and/or merchandise. |
| 21 | Cost Proposal | The cost proposal requests equipment costs without any specifications – it is impossible to estimate costs without additional details. For instance, there is one line item for portable toilets, which typically includes handicapped accessible units, regular units, handwashing stations, servicing needs, generators come in many sizes with varying specs, office trailers come in multiple sizes, barricades come in many forms, signs have infinite sizes and formats. Please provide current or past specifications to allow for more accurate cost gathering and to ensure and apples-to-apples comparison. | Any changes to requirements established in the contract or accepted via the offeror's proposal could only be changed via an executed contract modification signed by the Contracting Officer. |
| 22 | Cost Proposal | If this information is not available, how would the Government suggest the Contractor develop these costs? | HUD anticipates: Special Event Restrooms, with Hand Sanitizer, wheelchair accessible, dual hand wash stations. 4 staff Restroom Trailier, waterfill, restroom trailer services, Dumpster services, 30 yard dumpster sway (include 4 tons), 8X20 office rent( with heat/ac, wifi, table, chairs, lockable). Bike Rack (app. 3750 linear ft). Poster board sized signs 40x30. |
| 23 | Cost Proposal | As an alternative to providing specifications, we recommend that the Contractor solely provide labor costs and rate build information, and once a site plan is finalized, the Contractor can submit associated costs for approval and execution. | Review the IHS website to understand the scale of the event. |
| 24 | Cost Proposal | Please clarify what Exhibit Monitors (Red Shirts) with a quantity of 13389 refers to. | This is acceptable. Vendors may utilize the cost proposal to establish rates only, and the proposals will be evaluated based upon proposed rates. Individual task orders will be issued based upon those rates once plans are solidified. |
| 25 | Cost Proposal | Will the Government accept the recommendation that paramedics be provided during load-in and load-out to handle injury or other medical emergencies during those times? | That refers to the # of hours we will require Exhibit Monitors ( 3 days, 15 staff for 8.5 hours, $35 ) |
| 26 | Cost Proposal | The cost proposal worksheet provides example labor categories and hours while allowing offerors to revise assumptions. Given this flexibility, how will HUD ensure that proposals are evaluated on a consistent basis where offerors may apply differing staffing levels, scope assumptions, and cost allocations to meet the full requirements of the PWS? | Yes |
| 27 | Cost Proposal | The worksheet separates labor into Planning Effort (Tasks 5.1–5.3) and Conduct of Showcase (Task 5.4). For scope areas that span both phases—such as public relations, marketing, media coordination, sponsorship engagement, and post-event reporting—should offerors allocate costs across both categories, or does HUD expect these functions to be captured within specific labor roles or cost elements? | Costs should be allocated across both categories |
| 28 | Cost Proposal | If an offeror determines that certain PWS requirements are not explicitly represented in the pricing worksheet, should those elements be incorporated within existing categories or identified separately within supporting pricing narrative? | They should be incorporated into existing categories. |
| 29 | Labor/Staffing Assumptions | The cost proposal worksheet provides estimated staffing levels, durations, and hours for both Planning Effort and Conduct of Showcase phases, while allowing offerors to revise these assumptions. How will HUD evaluate proposals where offerors deviate from these example staffing levels in terms of realism, completeness, and risk? | Anything contained in either the technical or cost proposal that increases risk, reflects an offeror's lack of understanding of project requirements, and/or fails to address one or more key areas of the project will lead to a reduced rating in the evaluation process. |
| 30 | Labor/Staffing Assumptions | Will HUD assess whether proposed staffing levels are sufficient to fully support all PWS requirements, including coordination, operations, public engagement, and interagency support, in addition to total proposed cost? | Yes |
| 31 | Labor/Staffing Assumptions | For proposals that reflect lower staffing levels than the worksheet examples, will HUD evaluate whether such reductions impact the offeror’s ability to successfully execute the full scope of work? | As part of the evaluation process, HUD will determine whether proposed staffing levels are sufficient to perform the work required in the PWS |
| 32 | Equipment, Materials, & Direct Costs | The cost proposal worksheet requires offerors to itemize and price specific equipment, materials, and direct cost elements; however, many of these items are not defined with sufficient detail to establish a consistent pricing basis (e.g., type, size, capacity, quantity, configuration, or performance requirements). Please clarify the expected level of specification for these items to ensure consistent and comparable pricing across offerors. | Vendors should proposed estimated numbers for these items based upon the size and scope of the event. |
| 33 | Equipment, Materials, & Direct Costs | For key elements such as portable toilets, generators, dumpsters, office trailers, golf carts, barricades, cranes, forklifts, and staging/delivery logistics, please clarify whether HUD will provide defined requirements or baseline assumptions, as these items can vary significantly in scope, configuration, and cost depending on project needs. | Vendors should proposed estimated numbers for these items based upon the size and scope of the event. |
| 34 | Equipment, Materials, & Direct Costs | Several items are presented as lump sum costs (e.g., staging delivery, bench removal/replacement, weather monitoring). Please clarify the expected scope and level of effort associated with these items, including whether quantities, site conditions, or other defining assumptions will be provided. | Vendors should proposed estimated numbers based upon the size and scope of the event. |
| 35 | Equipment, Materials, & Direct Costs | With respect to services such as security (including Park Police coordination), paramedic support, and weather monitoring, please clarify whether these are contractor-procured services, Government-coordinated services, or shared responsibilities, and how associated costs should be structured within the proposal. | These are contractor-procured services that should be estimated based upon the size and scope of the event. |
| 36 | Equipment, Materials, & Direct Costs | For recurring consumables such as generator fuel, please clarify the basis for pricing (e.g., anticipated runtime, load assumptions, or estimated consumption), as current quantities and durations do not provide sufficient context for consistent pricing. | Vendors should proposed estimated numbers for these items based upon the size and scope of the event. |
| 37 | Equipment, Materials, & Direct Costs | In the absence of defined specifications, will HUD evaluate proposals based on the reasonableness and completeness of each offeror’s assumptions supporting these cost elements? | Yes |
| 38 | A/V, Broadcast, & Media Support | The worksheet includes “Audio Visual including Broadcast Support - Public Relations” and related elements, while the PWS describes broader production and media requirements. Please clarify the expected scope of AV/broadcast support to be included in base pricing. | HUD established some line items where the PR support was separated from overall support. In other areas, you may include all support on one line item or add your own additional line items as needed to reflect your full proposal. |
| 39 | A/V, Broadcast, & Media Support | If HUD may provide or separately procure certain AV or production elements, should offerors price full capability in their base proposal or treat such elements as conditional? | Price full capability |
| 40 | A/V, Broadcast, & Media Support | Should media coordination, press support, and post-event media analysis be included within labor, subcontract, or other direct cost categories? | This depends upon your individual proposal |
| 41 | Display, Branding, & Public-Facing Elements | The PWS indicates that the contractor may be responsible for elements such as display support, branding, public-facing materials, and exhibit-related infrastructure; however, the level of responsibility (e.g., design, production, installation, maintenance, and removal) is not clearly defined. Please clarify the specific scope of contractor responsibility for these elements. | Vendor is responsible for these items |
| 42 | Display, Branding, & Public-Facing Elements | To ensure consistent pricing across offerors, can HUD provide baseline assumptions regarding the extent of contractor involvement in display and exhibit support, including whether responsibilities include design development, fabrication, installation, on-site support, and post-event removal? | See #23. Please propose rates only. |
| 43 | Display, Branding, & Public-Facing Elements | Please clarify the division of responsibility between the Government, exhibitors, and the contractor with respect to display materials, branding elements, and exhibit infrastructure. | The vendor is responsible for prionting and placement of main stage signage inside and out, placement of direction based signage, placement of knowledge based signage. |
| 44 | Display, Branding, & Public-Facing Elements | For scope elements that may vary depending on exhibitor needs or Government direction, should offerors assume a defined baseline level of effort for pricing purposes? | Offerors should assume a reasonable baseline level of effort for variable operational elements based on the historical scale and operational profile of prior Innovative Housing Showcases. The Government intends for proposals to reflect sufficient staffing, coordination capacity, and operational flexibility to support anticipated exhibitor needs and evolving Government direction during planning and execution. |
| 45 | Security, Medical, & Site Operations | The worksheet includes “Security - Park Police” and “Security - Event.” Please clarify whether Park Police costs are Government-provided or should be included in contractor pricing. | Include in pricing |
| 46 | Security, Medical, & Site Operations | Please clarify required security staffing levels, credentialing requirements, and applicable National Park Service or federal guidelines governing security operations. | 24/7 on site security is needed. |
| 47 | Security, Medical, & Site Operations | Should offerors assume defined staffing levels or minimum coverage expectations across setup, live event operations, and teardown? | The Government does not prescribe specific staffing levels. However, offerors shall propose staffing sufficient to safely and effectively execute all setup, operational, and teardown requirements described in the PWS. Proposals should clearly identify staffing approach, supervisory structure, operational coverage hours, and contingency response capability |
| 48 | Security, Medical, & Site Operations | The worksheet includes paramedic services. Please clarify required medical staffing levels, coverage hours, and whether services are required during setup and teardown or only during public event operations. | Medical staffing coverage is only required during public hours of the event. |
| 49 | Subcontracts, Consultants, & Prime Responsibility | Should offerors identify all subcontractors at time of proposal, or is it acceptable to propose functional categories with subcontractors identified post-award? | You may propose functional categories |
| 50 | Subcontracts, Consultants, & Prime Responsibility | How will HUD evaluate performance risk where an offeror relies heavily on subcontractors for core functions such as production, logistics, site operations, and public engagement? | High subcontractor usage may increase risk, especially if no subs are identified in the proposal |
| 51 | Subcontracts, Consultants, & Prime Responsibility | Does HUD have expectations regarding the level of direct performance by the prime contractor for mission-critical functions? | The prime must perform at least one mission critical function |
| 52 | Insurance & Risk Coverage | Given the public nature of the event and the use of temporary structures, equipment, and site operations on federal property, will HUD specify minimum insurance requirements (e.g., general liability, umbrella/excess)? | Insurance requirements are consistant with the requirements of the NPS. See https://www.nps.gov/nama/learn/management/event-planning-guide.htm |
| 53 | Insurance & Risk Coverage | Should offerors assume insurance coverage levels consistent with large-scale public events of similar scope and visibility? | Yes, offerors assume insurance coverage levels consistent with large-scale public events of similar scope and visibility. Insurance requirements are consistant with the requirements of the NPS. See https://www.nps.gov/nama/learn/management/event-planning-guide.htm |
| 54 | Past Performance Evaluation | The past performance survey allows submission of contractor and/or key personnel experience. How will HUD weigh firm-level past performance versus individual key personnel experience? | Prime experience must be the majority of this experience |
| 55 | Past Performance Evaluation | Will HUD place greater emphasis on past performance where the offeror served as the prime contractor responsible for full event execution? | Yes, to some extent. See above. |
| 56 | Past Performance Evaluation | How will HUD evaluate performance risk where proposals rely primarily on key personnel experience rather than demonstrated firm-level capability? | See above. |
| 57 | Past Performance Evaluation | Will subcontractor past performance be considered in evaluating overall proposal risk? | Yes, see above. |
| 58 | Price Completeness & Evaluation | Will HUD evaluate proposals for completeness of scope coverage in addition to total price, particularly where the pricing worksheet does not explicitly list all PWS elements? | Yes, for all major categories. |
| 59 | Price Completeness & Evaluation | How will HUD ensure a consistent comparison where offerors apply differing assumptions regarding staffing levels, AV scope, marketing scope, and operational support? | HUD will establish guidelines for evaluation team to apply to the process |
| 60 | Price Completeness & Evaluation | Will unrealistically low pricing for required scope areas be evaluated as potential performance risk or lack of understanding? | Yes, as established above. Cost proposal must reflect an understanding of PWS requirements. |
| 61 | General | What are the height requirements for the cranes? | Heavy equipment requirements, including cranes, forklifts, lifts, and related material handling equipment, will be determined based on the final mix, size, and installation requirements of participating exhibitors and exhibits. Offerors should assume responsibility for coordinating and providing sufficient equipment and operational support necessary to safely facilitate setup and teardown activities associated with the anticipated scale of the Showcase. Because final exhibitor requirements may evolve during event planning, offerors should base pricing and staffing on reasonable assumptions informed by prior Showcase conditions and clearly identify those assumptions within their proposals. All equipment operations and exhibit installations will remain subject to applicable National Park Service requirements and known National Mall operational constraints, including applicable weight, height, access, and site protection limitations. Last year a 75ton hydraulic truck crane was used. |
| 62 | General | What are the weight load and lifting capacity / height? | See above |
| 63 | General | Forklift Rental: Telehandlers or industrial forklifts? Weight Capacity? | For the 2025 IHS, the contractor provided several different models: TELEHANDLER 10000LB 50-56FT LIFT CAB, BOOM STRAIGHT 65FT JIB 4WD DSL, and TELEHANDLER 5500LB 16-20FT LIFT CAB. A typical forklift was also provided. |
| 64 | General | What is the formula for the Exhibit monitors quantity? (Red Shirts) | A minimum of one red shirt per enterable exhibit. In the past, a manager also attended but was not assigned to an enterable exhibit. HUD staff supports the Red Shirts by relieving them for breaks and lunch. |
| 65 | General | How many dumpsters & what size? | In the past we used 30 yard dumpsters and 8 dumpsters |
| 66 | General | Is this event 1 day, or multiple days? | HUD anticipates a 3-day run of show. |
| 67 | General | To clarify, what is the total expected attendance for the event? | Past events have averaged approximately 1,000 visitors a day. |
| 68 | General | We would like to request a 2-3 week extension of the due date for proposal submittal (ideally 5/25). This extra time is needed to obtain and negotiate subcontractor quotes, particularly since we are at the height of the spring event season. | Quotes for all items not required at proposal submission |
| 69 | General | Please confirm that the past performance submittal required for more than 20% in subcontractor use refers to subcontractors performing more than 20% of the work (as opposed to all subcontractors if there is more than 20% total subcontracting). | Yes |
| 70 | Cover Letter – Award Date / Event Dates | Can the Government share the anticipated award date for the IDIQ and first task order? The PWS sets a September 2026 event with the Final Event Management Plan due August 15, 2026—can HUD confirm specific event dates if known? | 5/30/26 |
| 71 | Section 52.216-18 Ordering; 52.216-19 Order Limitations; 52.216-24 Limitation of Government Liability | The ordering period dates, maximum order ceilings, and maximum Government liability are listed as 'to be completed at time of award.' Can the Government share the anticipated contract ceiling and/or estimated task order value for the 2026 Showcase so offerors can right-size their cost proposals? | This information cannot be provided |
| 72 | 1.2 Background / 5.2.1 Site Selection | HUD has already applied for the 2026 NPS permit. Has the permit been approved and, if not, what is the expected approval date? Will HUD share the permit application and any NPS conditions of approval with the awardee? | This information cannot be provided |
| 73 | 1.2 Background | The PWS notes that prior Showcases featured ~5,000 visitors per exhibit and 'subsequent iterations… will be similar and slightly larger.' Can the Government share the 2026 attendance projection the contractor should plan, market, and staff against? | This information cannot be provided, though HUD's goal is to increase attendance this year |
| 74 | 5.2.2 Program Site Selection (Optional CLIN) | The off-site program facility is listed as an Optional CLIN, but the pricing worksheet (Attachment 1) does not include a dedicated line item to price it. Where in the cost proposal should offerors price the optional off-site facility and related program logistics? | Not required |
| 75 | 5.2.3 Pre-event Planning | The PWS requires the contractor to develop an 'industry sponsorship recruitment plan' and 'exhibitor recruitment plan.' Is the contractor expected to actively solicit sponsors and exhibitors on behalf of HUD, or to support HUD's existing outreach? If recruitment is in scope, does HUD have a target sponsor/exhibitor list or approved outreach materials? | To support existing outreach |
| 76 | 5.2.5 Managing Exhibitor Logistical Requirements | What is the current status of 2026 exhibitor recruitment? Will HUD provide the approved exhibitor list and their submitted applications at award so the contractor can begin collecting lifting, rigging, material handling, and trucking information immediately? | HUD has not begun official exhibitor recruitment for the 2026 IHS. |
| 77 | 5.2.6 Event Planning: Layout, Set-up & Teardown | The PWS requires '24/7 private security with enough personnel to cover two Cabinet-level officials or more per day.' Will HUD or the U.S. Secret Service / Park Police provide principal protection for Cabinet-level officials, or is full executive-protection-grade private security the contractor's responsibility? Are contractor personnel required to hold specific licenses, clearances, or vetting for VIP coverage? | If they have worked with private security firms they should be able to answer this. But if we need an answer on our end would need HUD SOHUD Detail Security Team to weigh in |
| 78 | 5.2.6 Event Planning: Layout, Set-up & Teardown | The PWS references an 'indoor versatile sound stage at fully built out syndicate level appearance with capabilities to have digital signage on both stages.' Can HUD define 'syndicate level' (e.g., broadcast-TV-ready specs, lighting plot, control-room requirements) and confirm whether the indoor sound stage is co-located on the Mall or at the optional off-site program facility? | Their assumptions are correct and the stages would ideally be co-located rather close |
| 79 | 5.2.7 Marketing and Advertising | Section 5.2.7 states 'HUD shall review and provide comments with two (2) of receipt.' This appears to be a typo — please confirm whether HUD's comment turnaround is two (2) business days, two (2) weeks, or another interval. | within 2 weeks |
| 80 | 5.2.7 Marketing and Advertising | Is paid media (programmatic, paid social, CTV, search/display, out-of-home) in scope of this contract and priced in Attachment 1, or is paid media being procured separately? If in scope, can HUD share an estimated media budget and preferred channels? | Ideally this would be worked in and provided somewhat by sponsors |
| 81 | 5.2.7 Marketing and Advertising | Does HUD have existing IHS brand guidelines, approved messaging frameworks, logos, or creative assets that the contractor must use, and will these (plus any Section 508-compliant templates) be provided at award? | Yes |
| 82 | 5.2.8 Public Engagement Activities | The contractor is asked to secure 'a permit for public food options for sale.' Who is the permit holder—HUD, the contractor, or the food vendor(s)—and is NPS's concessioner-of-record requirement a factor? Will HUD identify preferred vendors or expect the contractor to source and vet them? | This will be the vendor's responsibility. |
| 83 | 5.2.8 Public Engagement Activities | For musical performances and family-friendly activities, does HUD select talent and program content, or is the contractor responsible for booking acts within an approved budget? If the contractor books talent, please confirm ODC treatment and any buy-out/rights-clearance expectations. | HUD would attempt to contract talent separately but a DJ option on vendor part would be appreciated if needed. |
| 84 | 5.3.3 Support the Showcase | The PWS contemplates the contractor 'purchasing of advertising, and/or merchandise at the discretion of the CO.' Is advertising and merchandise purchasing in the base scope priced in Attachment 1, or will it be added via separate task order? If in base scope, what is HUD's estimated spend? | This is in the base scope. |
| 85 | 52.212-2 Evaluation — Past Performance | Attachment 3 (Past Performance Chart) asks for performance 'in the 5 years prior to submission,' the Experience factor narrative asks for experience 'over the last 5 years,' but 52.212-2 says past performance references must fall within 'the three-year period immediately preceding submission.' Can the Government clarify window governs? | Five years |
| 86 | Cost Proposal Worksheet — Exhibit Monitors line | The 'Exhibit Monitors (Red shirts)' row shows a Quantity of 13,389 with a note 'Based on three days.' Is 13,389 intended as the total person-hours, person-days, or a typo for a smaller count? Can the Government please clarify how offerors should price this line? | Total person hours inclusive of all staff |
| 87 | Cost Proposal Worksheet — Fee / G&A | A fee is shown as 0.05 across labor, travel, ODCs, and subcontracts. Is the 5% fee rate fixed for all offerors, a not-to-exceed ceiling, or an example only? If example only, are there any caps on indirect rates (overhead, G&A) that offerors should apply? | This is an example only |
| 88 | Background / Prior Performance Reference | Has HUD awarded prior contracts for the 2019 Innovative Housing Showcase or any subsequent Showcases? If so, can HUD share (i) the name of the incumbent contractor(s), and (ii) the contract numbers? | See question #1 |
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