95332A21R00008 - Questions and answers.pdf

Question No. Question

Could you please provide any instructions (Section L) for the submission of the proposal regarding format or other submission requirements?

All submissions must include two separate electronic files. 10 pgs total (can be divided amongst volume 1and 2 accordingly), 12 sized font double spaced. Volume I will be the technical proposal, with no pricing information included. Volume II will contain all pricing information.

Can you clarify if the estimated level of effort for the two event managers is 175 hours total or 175 hours per event manager (350 hours total)?

This was an estimate based on market research. Please propose an appropriate level of effort expected after reviewing the SOW.

Can AmeriCorps provide an estimate of the number of slides and total pages of other conference materials that will need to be made Section 508 compliant prior to the conference?

We will ask that presenters are considerate in keeping handouts, presentations, and resources to a minimum with an average of less than 20 pages of materials. That said, some presenters may fall below or above this amount.

Could you confirm the final deliverable format for Section 508 compliant materials?

As stated in the SOW: AmeriCorps is required by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), to offer access to electronic and information technology for disabled individuals within its employ, and for disabled members or the public seeking information and services. This access must be comparable to that which is offered to similar individuals who do not have disabilities. Standards for complying with this law are prescribed by the US Access Board.

How will the contractor receive presentation materials? Is there an established submission date set for presenters to submit materials?

Yes if applicable, and/or requested by the presenter. Yes, presenters are expected to submit their materials by September 6th.

Could you please clarify the timeline for deliverable submission including the registration page? The solicitation notes the following:

• The contractor must submit each deliverable at least 30 days prior to the final deliverable deadline so that it may be reviewed and approved by AmeriCorps staff.

These include the online registration form and event website.

Since the date for registration posting has already passed, can you clarify the deadlines for registration and the desired dates for the conference?

We will adjust the deadline for deliverables based on the information submitted and communicated by the selected Contractor as we understand there needs to be some flexibility in that process. We would like to allow for registration to close by 13th and will adjust the timeline as appropriate.

Question No. Question

Could you please provide any information on required Office of Communications processes that contractors should anticipate as part of this contract?

I am unclear on what requirements are being requested.

Is this contract mainly for logistics, planning, and execution support?

Yes.

Is the contractor responsible for developing the agenda and conference content?

An agenda will be provided to the contractor. The contractor will make sure the agenda is accessible for use by the participants on the identified event platform.

Who is responsible for the title of the panels?

Please provide additional context to this question.

Is the contractor responsible for confirming the speakers?

No, AmeriCorps will be responsible for confirming speakers.

Can we have clarification on expectations for the 24-hour conference support?

We expect our participants to have the ability to reach out to tech and/or event support if they run into issues accessing or participating during the event.

Is AmeriCorps responsible for establishing and coordinating all presentation topics and speakers, including the keynote speakers?

Yes, AmeriCorps is responsible for the content of the event. The contractor will be expected to support the logistics and coordination as it relates to ensuring presenters and speakers understand how to present on the selected event platform.

# Questions Section Title Page

1 It is noted that Other Direct Costs include “virtual exhibition hall and virtual networking sessions” which are not noted in the SOW. Is the contractor responsible for managing and executing a virtual exhibit hall?

The request will be to make available information and digital resources from organizations that would normally participate in an in-person exhibit hall. If possible, attendees will be able to click on a “Virtual Exhibit Hall” to access information from organizations related to the topics of this event. There will be no more than 10 “exhibitors” and no request for live exhibit presenters.

Combined + Synopsis + Solicitation

2 If the contractor is responsible for managing and executing a virtual exhibit hall, how many exhibitors are anticipated?

The request will be to make available information and digital resources from organizations that would normally participate in an in-person exhibit hall. If possible, attendees will be able to click on a “Virtual Exhibit Hall” to access information from organizations related to the topics of this event. There will be no more than 10 “exhibitors” and no request for live exhibit presenters.

Combined + Synopsis + Solicitation

3 If the contractor is responsible for managing and executing a virtual exhibit hall, how often will exhibitor sessions occur?

The request will be to make available information and digital resources from organizations that would normally participate in an in-person exhibit hall. If possible, attendees will be able to click on a “Virtual Exhibit Hall” to access information from organizations related to the topics of this event. There will be no more than 10 “exhibitors” and no request for live exhibit presenters.

Combined + Synopsis + Solicitation

Does commercial past performance count?

Yes

4 If the contractor is responsible for managing and executing a virtual exhibit hall, how long will each exhibit session be?

The request will be to make available information and digital resources from organizations that would normally participate in an in-person exhibit hall. If possible, attendees will be able to click on a “Virtual Exhibit Hall” to access information from organizations related to the topics of this event. There will be no more than 10 “exhibitors” and no request for live exhibit presenters.

Combined + Synopsis + Solicitation

5 If the contractor is responsible for managing and executing a virtual exhibit hall, what is the maximum number of attendees per exhibitor session?

The request will be to make available information and digital resources from organizations that would normally participate in an in-person exhibit hall. If possible, attendees will be able to click on a “Virtual Exhibit Hall” to access information from organizations related to the topics of this event. There will be no more than 10 “exhibitors” and no request for live exhibit presenters.

Combined +

6 Is contractor responsible for managing and executing virtual networking sessions?

Yes. There will be up to three networking sessions. Our hope during these sessions, is that attendees can join via a networking link that will automatically connect them to another participant who has joined the networking session for a set amount of time, before being paired with another participant. The maximum number of participants during these sessions will be 300, but we anticipate the actual number to be closer to 100.

Combined +

7 If the contractor is responsible for managing and executing a virtual networking sessions, how often will the networking sessions occur?

Yes. There will be up to three networking sessions. Our hope during these sessions, is that attendees can join via a networking link that will automatically connect them to another participant who has joined the networking session for a set amount of time, before being paired with another participant. The maximum number of participants during these sessions will be 300, but we anticipate the actual number to be closer to 100.

Combined +

8 If the contractor is responsible for managing and executing virtual networking sessions, what is the maximum number of attendees at each networking session?

Yes. There will be up to three networking sessions. Our hope during these sessions, is that attendees can join via a networking link that will automatically connect them to another participant who has joined the networking session for a set amount of time, before being paired with another participant. The maximum number of participants during these sessions will be 300, but we anticipate the actual number to be closer to 100.

Combined +

9 Please provide a description of virtual networking session.

Yes. There will be up to three networking sessions. Our hope during these sessions, is that attendees can join via a networking link that will automatically connect them to another participant who has joined the networking session for a set amount of time, before being paired with another participant. The maximum number of participants during these sessions will be 300, but we anticipate the actual number to be closer to 100.

Combined +

10 It is noted that some session will need to be pre-recorded. Is the contractor responsible for scheduling and pre-recording content?

AmeriCorps/CNCS will be responsible for scheduling the pre-recorded content. The expectation will be that the contractor supports the logistics behind the technology side of the recording, and is able to upload that content to allow participants to view when appropriate.

Period of Performance

11 If the contractor is responsible for pre-recording content, how many speakers does AmeriCorps State and National anticipate will need to be pre-recorded?

AmeriCorps/CNCS will be responsible for scheduling the pre-recorded content. The expectation will be that the contractor supports the logistics behind the technology side of the recording, and is able to upload that content to allow participants to view when appropriate.

We do not anticipate more than 10 speakers needing to be pre-recorded.

12 If the contractor is responsible for pre-recording content, how long are the presentations that need to be pre-recorded?

The pre-recorded content will vary based on the speaker, and for which portion of the event they are speaking at (workshop, vs. large plenary session).

13 If the contractor is responsible for pre-recording content, will the contractor be responsible for providing edited pre-recorded videos?

No. The expectation is the contractor will provide technical assistance to ensure that the pre-recorded content that is provided aligns with the needs of the virtual platform. However, we do not anticipate the need for the contractor to be active in the video editing process.

14 Will AmeriCorps consider holding the Symposium in October due to the short turn around after proposals have been reviewed?

No

15 How many live sessions will occur each day?

The event will take place from 11am-6pm on September 20-23rd. There are 6 sessions per day, between 50 minutes- 75 minutes in length.

Each day there is:

- One live, and/or partially recorded plenary event (50 minutes)

- A ‘Discussion session’ where participants will join and then be broken up into breakout rooms, or separate discussions (between 5-7)

- A workshop block (1 workshop per day except for the 23rd where we will have 2 workshop blocks) (4-5 workshops occurring at the same time). We can limit the number of speakers per session to 5-7.

- A round table discussion. This will be set up in the same format as the discussion session. Folks can join and then join a breakout room to engage with a specific speaker in a meeting type format.

Task 3 Identify Online Conference Platform

16 What is the maximum number of speakers per session?

- We will ask that panels and number of speakers be kept to a minimum with 7 speakers max per session. That said, there will likely be 2-3 speakers on average.

Task 3 Identify Online Conference Platform

17 Will all speakers be presenting remotely?

Yes

Task 3 Identify Online Conference Platform

18 Will there be concurrent breakout sessions?

On the final day of the event (September 23rd). All sessions have at minimum 10 minute breaks between live sessions.

Task 3 Identify Online Conference Platform

19 If there will be concurrent breakout sessions, how many at a time?

There are between 4-5 workshop sessions that will occur at the same time.

Task 3 Identify Online Conference Platform

20 How many breakout session blocks will there be?

Five workshop blocks maximum.

Task 3 Identify Online Conference Platform

21 Will the attendees be able to interact with presenters during breakout sessions?

Yes.

Task 3 Identify Online Conference Platform

22 Will the attendees be able to interact with presenters during plenary sessions?

No.

Task 3 Identify Online Conference Platform

23 What is the maximum number of attendees per breakout session?

If there needs to be a limit, we can set that at 200. However, we have never had more that 140 participants at one workshop session.

Task 3 Identify Online Conference Platform

24 Will links to every session need to be posted to the event website?

Participants will need to access all workshops and virtual sessions via one event website or platform.

Task 3 Identify Online Conference Platform

25 Is the contractor responsible for providing edited final recordings of sessions?

As stated in the SOW, the contractor is responsible for ensuring materials are on the website prior to the start of the event; during the event; and after the event.

This can be a recording of the workshop or session, and should not require any additional editing needs.

Task 3 Identify Online Conference Platform

26 Will the contractor be responsible for providing a polished, tv-like appearance for the webinar?

We expect that the platform will be professional looking. More information is needed to understand what a “polished, tv-like appearance” means. Most presenters will be live streamed, and will be responsible for their own background and presentation.

Task 3 Identify Online Conference Platform

27 Please provide a draft agenda or schedule of events.

This event will occur on September 20-23rd with events beginning at 11am to 6pm EST.

Each day there is:

- One live, and/or partially recorded plenary event (50 minutes)

- A ‘Discussion session’ where participants will join and then be broken up into breakout rooms, or separate discussions (between 5-7)

- A workshop block (1 workshop per day except for the 23rd where we will have 2 workshop blocks) (4-5 workshops occurring at the same time). We can limit the number of speakers per session to 5-7.

- A round table discussion. This will be set up in the same format as the discussion session. Folks can join and then join a breakout room to engage with a specific speaker in a meeting type format.

Task 3 Identify Online Conference Platform

28 Will the contractor need to develop an agenda for the event website?

The contractor will be provided with the agenda information in order to organize and share it on the virtual platform or website for participants to navigate.

Task 4 Registration, Logistics and Pre-conference Program Planning

29 If the contractor is responsible for developing an agenda, will this include speaker bios and photos?

Yes

Task 4 Registration, Logistics and Pre-conference Program Planning

30 Approximately how many pages of materials will need to be made 508 compliant?

All materials uploaded to the website will need to be 508 compliant. We will ask that presenters are considerate in keeping handouts, presentations, and resources to a minimum with an average of less than 20 pages of materials. That said, some presenters may fall below or above this amount.

Task 8 508 Compliance

31 Please clarify- is the 175 the total hours split between two event managers? Level of Effort 6

This was an estimate based on Market Research, and depends on the structure of your staff.

32 Or is it expected that each event manager will have 175 hours?

This was an estimate based on Market Research, and depends on the structure of your staff.

Level of Effort

33 Please explain the need 24-7 tech support.

Attendees will expected to have access to the website and materials throughout the duration of this event. If there are questions related to the accessibility of the platform, and or technical issues with participants who need to ask questions as it relates to accessing the content, we ask that a tech support be available. For additional context, we have grantees/participants in many time zones that are 6+ hours ahead or behind our EST.

Level of Effort