Q&A.pdf

Resilience Workshop Q&A

1. The verbiage used in the scope of work of Assist, Coordinate, Arrange are often followed by items that will require additional funding. By way of two (2) examples: “Arrange printing of Workshop material…” and “Organize speaker needs and travel” implies the Vendor identifies the items/provider (i.e. printer, caterer, Airline, etc.) and the Government provides a purchase card to finalize the transaction. Can you further clarify the expectation of vendor vs government to fund the specified and implied tasks in the scope of work, especially bullet point #15 regarding other Workshop-related activities as assigned?

a. “Arrange printing of Workshop material…” All printing, shipping, etc. will be done by selected vendor at that vendor’s expense. Please budget for this in your bid.

b. “Organize speaker needs and travel” refers to coordinating with the FDRO (Regina Marotto) to arrange invitational travel for peer presenters. Vendor will not have to arrange travel for workshop participants. If your bid contains travel funds for a peer presenter, be sure to detail this in your 1-2 page description submission section as this award is being made on a best-value basis. The lowest price doesn’t necessarily win the award.

2. Will the government provide meeting space for planning meetings?

a. Yes. All in-person meetings will occur in FEMA Region I, likely in the Boston office.

And, is the vendor authorized to conduct virtual planning meetings in lieu of in-person events?

b. The contractor will be expected to meet in person for the a) Concept & Objectives

Meeting, b) Final Planning Meeting, and c) Workshop. All other planning and after action meetings may be conducted virtually.

3. Will the contractor be required to facilitate discussions in the Workshop?

a. Yes.

4. Will each breakout session require support? How many simultaneous discussions?

a. Although breakout sessions are currently not planned, please budget for this possibility as the selected vendor would be responsible for this.

5. Will each breakout session require the ability for AdobeConnect webinar?

a. The main Workshop/presentations will be made available via AdobeConnect or some other webinar platform. It is yet undetermined if breakout sessions will be included.

6. Please clarify “Coordinate a no-host lunch with local restaurant”

a. We intend to work through lunch and will provide a menu to a local restaurant a few weeks before the Workshop so anyone who wishes can place an order and bring cash the day of the workshop. Although we can’t provide lunch, we want to make it easy for all participants to voluntarily place an order and have food delivered. The contractor will be asked to identify a local deli or restaurant, work with them to determine a menu for our needs, send out menu options to invited participants, collect their responses, place the order with the restaurant, and collect money from participants in order to pay the restaurant upon delivery.

7. Will the contractor need to provide subject matter experts (aside from Workshop Support)?

a. The contractor will be asked to assist in identifying subject matter experts to supplement those already contacted.

8. Will webinars be required prior to the event?

a. Unlikely, however please budget for this as the selected vendor will re responsible for the coordination.

9. The Workshop is in the New England area. Will the FEMA coordinating office be out of Washington DC?

a. All coordination and oversight is through the FEMA Region I FDRC and CPCB RSF Coordinator

10. Will refreshments be required in the morning and afternoon for participants?

a. No.

11. Is there a specific requirement for lodging / hotel?

a. All workshop participants will make their own travel arrangements. The contractor will not have to arrange any travel except for their own.

12. Will the contractor provide transportation from the hotel to the venue for participants?

a. No.

13. How many Government participants not included in the 100 people participating?

a. As of now, the anticipated number of participants is ~100. This includes federal, state, tribal, local, private agencies, organizations, etc.

14. Could you please tell me if this is a new requirement, or if there is a current or previous contractor who has performed similar services? If available, can you please send along the incumbent contract or task order number?

a. New requirement.