Amendment 2 RFQ on SOL 959P0024Q0008 PSA Response to Questions.pdf

959P00

05/31/2024

959P0024Q0008

9B. DATED (SEE ITEM 11)

06/07/2024

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

CODE

(X)

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

2. AMENDMENT/MODIFICATION NO.

PAGE OF PAGES

1 5

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE

PSA Pretrial Services Agency 633 Indiana Ave, NW, Suite 1134 Washington, DC, 20004, US

7. ADMINISTERED BY (If other than Item 6) CODE

Same As Issuing Office

959P00

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) 9A. AMENDMENT OF SOLICITATION NO.

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a)By completing items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE

DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the sol icitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER

NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

AMENDMENT CONTROL NUMBER : 959P0024Q00080002

SUMMARY OF CHANGES :

Amendment#2 on SOL# 959P0024Q0008 provides "Response to Questions"(see pages 2 through 5).

Quotes are due by 1 PM (EST) on Friday, June 7, 2024.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED 16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

16C. DATE SIGNED

(Signature of person authorized to sign)

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

Pretrial Services Agency (PSA) Response to Questions

RFQ on SOL# 959P0024Q0008 Quotes due by 1 PM (EST), Friday, June 7, 2024

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QUESTION #1: In the SOW section 6.0 Contractor furnished information (After Contract Award), page 3 second bullet: • Provide floor layout of the meeting space(s) with proposal. Any changes after award must be approved by the PSA’s Contracting Officer.

Want to confirm if PSA would like the layout sent with the proposal/bid before the contract is awarded, or will request once a company/contractor is selected?

PSA RESPONSE: Yes, the floor layout must be sent with the quote/proposal by June 7, 2024.

Also see section 10 CONTRACTOR RESPONSE in the Statement of Work under Attachment A.

QUESTION #2: Under Section 10 Contractor Response number 8 page 5, it requests corporate and team experience for hosting similar events.

The corporate/team members have performed these functions as key personnel under other contracting companies, but not under the company submitting the proposal, will that experience suffice for meeting this requirement?

PSA RESPONSE: The Vendor must have proof they have performed the services as referenced in the Statement of Work.

QUESTION #3: Also, because the corporate/team members were working under government agencies for several years, will PSA accept one reference for the entire duration, or still need three separate references even if the references are from the same agency? Additionally, if the work was performed under an agency for a long term scope (more than 7 years) for one agency, but different events were arranged, will that suffice?

PSA RESPONSE: Three (3) past performance of services performed that are the same or similar as cited in the Statement of Work.

QUESTION #4: If the off-site location is owned by a third-party, will their/their staff’s previous experience be taken into consideration as well to meet the requirement for experience?

PSA RESPONSE: See response under Question 3.

RFQ on SOL# 959P0024Q0008 Quotes due by 1 PM (EST), Friday, June 7, 2024

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QUESTION #5: Does PSA have a spending cap?

PSA RESPONSE: A spending cap has not been determined for this requirement. However, award will be based on lowest priced technically acceptable offer.

QUESTION #6: Is this a new task or has this been performed in the past by another contracting company? If not new, when was the last contract awarded, the company name and price of the award?

PSA RESPONSE: This is a new requirement. The last contract for this type of requirement was awarded in 2019 to the University of Maryland, National Foreign Language Center. Award price range $11K.

QUESTION #7: Will PSA consider a location that is an additional .5 miles away from the 633 Indiana Avenue, NW, Washington, D.C. 20001 site?

PSA RESPONSE: No, under 4.0 Specification in the statement of work: The successful offer must be able to meet, at a minimum, the following requirements:

4.1: Meeting Location The meeting location must be within the immediate Washington, DC metropolitan area (DC, Maryland, or Virginia). The location should be within .5 mile walking distance of public transportation (Metrorail station, bus, etc.). The meeting location should not exceed 15 miles from PSA’s Office located at 633 Indiana Avenue, NW, Washington, D.C. 20001.

QUESTION #8: Regarding the 110 guests for the 3 days, will you need 3(night) lodging for a block of rooms as well?

PSA RESPONSE: Lodging is not required.

QUESTION #9: Would PSA consider holding the event on 26 - 28 August if no venues are able to accommodate the proposed 21 - 23 August dates?

PSA RESPONSE: New dates may be considered, if it is determined that no vendors can accommodate the proposed dates August 21 thru August 23, 2024.

RFQ on SOL# 959P0024Q0008 Quotes due by 1 PM (EST), Friday, June 7, 2024

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QUESTION #10: How many attendees are you expecting to travel from outside of DC Metro area?

PSA RESPONSE: See Section 3.0 APPLICABLE CONDITIONS in the SOW.

QUESTION #11: Is there a preference for locations that meet the 15-mile radius requirement? For example, a block of hotel rooms near DCA for out-of-town travelers. Curious about what is driving the 15-mile radius of PSA requirement?

PSA RESPONSE: See Section 2.0 SCOPE: Pretrial Services Agency for the District of Columbia (PSA) has a requirement to seek a venue to host a three (3) day off-site Strategic Planning Management Conference within a 15-mile radius (DC, Maryland, or Virginia) of PSA’s office located at 633 Indiana Avenue, NW, Washington, DC. Venues must be within 0.5 miles walking distance from public transportation (Metrorail station, bus, etc.) to perform this requirement.

QUESTION #12: Are there any additional parking requirements or considerations for the conference facilitators- i.e. on-site street parking, garage or covered parking, valet parking, etc?

PSA RESPONSE: See Section 4.6: Parking Accommodations- Four (4) reserved parking spaces.

QUESTION #13: Are you looking to provide any catered meals or beverage service during the conference? If so, can you detail the items and any preferred set-up for beverages and snacks?

PSA RESPONSE: No

QUESTION #14: How many and what size screens are required for presentations?

PSA RESPONSE: See Section.4: Equipment and Supplies: Vendors are welcomed to propose how many screens can be provided.

QUESTION #15: Are you expecting the meeting set-up or layout to change during the 3-day conference?

PSA RESPONSE: See Section 4.2: Meeting Space in the SOW.

RFQ on SOL# 959P0024Q0008 Quotes due by 1 PM (EST), Friday, June 7, 2024

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QUESTION #16: Will the meeting feature any interactive or breakout sessions requiring separate onsite space or rooms for smaller groups? If so, how many of these sessions are you expecting each day of the conference?

PSA RESPONSE: See Section 4.2: Meeting Space in the SOW.

QUESTION #17: Can you please clarify the NAICS code for the solicitation? The Synopsis lists 611430 - Hotels, Except Casino Hotels, and Motels, and differs from sam.gov which lists 611430 – Professional and Management Development Training. NAICS.com shows 721110 as Hotels, Except Casino Hotels, and Motels.

PSA RESPONSE: The NAICS code for this requirement will remain as 611430.

QUESTION #18: Are you open to considering NAICS 561920 – Convention and Trade Show Organizers or 561920-02 Convention & Meeting Facilities & Service for this solicitation, in order to promote open competition, and be inclusive of eligible small businesses with on-site conference facilities?

PSA RESPONSE: No

QUESTION #19: What is the range for the daily rate you’ve budgeted or paid historically for DC-based multi-day conference accommodations, excluding any potential overnight needs?

A. Less than $5,000 B. Between $5,000-10,000 C. Between $10,000-20,000 D. More than $20,000

PSA RESPONSE: A spending cap has not been determined for this requirement. However, award will be based on lowest priced technically acceptable offer.