QA.docx

STRONG BOND

AIR FORCE CHAPLAIN CORPS

JOINT BASE ANDREWS

Q&A

7 June Posted Q&A

1. Q: Is it possible to extend this radius to within 40-50 minutes of JBA?

A: Yes, the radius has been extended to within 50 minutes of JBA. Please see the updated Retreat Scope of Work.

2. Q: We understand that the first call order will be the JBA Strong Bonds Retreat, but that this overall contract is for a 5-year period. Going forward, roughly how many events/retreats will be a part of the BPA per year?

A: Blanket Purchase Agreements are Indefinite Delivery Vehicles, so by the nature of this requirement, we are unable to predict the exact number of retreats to be planned in each year of the ordering period. Call Orders will be issued as and when retreats are required. However, the likely range is between 3-5 per year. The number of attendees and mix of singles, couples, and/or families will vary depending on the objective of each Call Order/Retreat.

3. Q: When you say there will be two BPAs awarded, would we be working in tandem with the second party, or will we be assigned two separate projects?

A: The two BPA holders will not work together in any capacity. In accordance with the BPA Ordering Guide attached to the solicitation, this is an unpriced BPA, meaning prices will be determined fair and reasonable at the time of each individual Call Order. Adequate price competition in the form of quotes received from two offerors will assist in the Contracting Officer’s (CO) determination of whether the price is fair and reasonable. Only one BPA holder will receive the award and that awardee will be responsible for planning the retreat in accordance with the BPA PWS and that particular retreat’s SOW. The Combined Synopsis/Solicitation explains how we will evaluate quotes for award in 52.212-2, Evaluation – Commercial Items. 52.212-1, Instructions to Offerors, explains what each offeror must provide in order for the CO to evaluate each offer.

4. Q: We understand that this is a Firm Fixed Price contract, but also see that the final invoicing will be decided 5 days prior to the event based on final attendance. Just want to clarify that this means edits can be made to the budget at this point in time, or is the price submitted in the RFQ the firm final price?

A: A Firm Fixed Price is a price that does not adjust based on actual costs. However, because of the nature of the bookings required to plan a retreat, the CO can assure the resultant contractor awardee that the price will not adjust downward if there are fewer attendees than originally stated in the Retreat Scope of Work. This language is included in the rare event a last-minute addition of a couple attendees/rooms is added to accommodate a distinguished visitor(s). In the event the Call Order awardee (contractor) receives word five days prior to the event that a few rooms/attendees will be added, then the Government’s initial quoted price will not adjust for the original need outlined in the Retreat SOW, however, the Government will be responsible for the increase in the price pertaining only to those supplementary add-ons. This note has now been added within Strong Bond Retreat SOW, as well as the BPA Ordering Guide for future Call Orders/Retreats.

5. Q: In Attachment 2, Paragraph 2, it states that no children will be present at the retreat, and no childcare will be required. In attachment 1, Paragraph 6, it discusses childcare needs. It is our understanding that Attachment 1 is more of a sample of a typical BPA call order, while Attachment 2 is a specific call order for the JBA Strong Bonds Retreat and is what we should base our proposal off of - is this correct?

A: Attachment 1, BPA Performance Work Statement, is the guiding document for the resultant BPA holders to inform the contractors of all the services a retreat may encompass over the five-year ordering period. You are correct, Attachment 2 Strong Bond Retreat SOW, is the first retreat of many over the five-year ordering period and details specifics required for this retreat. However, since there may be a future requirement where Attachment 1, Para 6, applies and childcare is required, we will be evaluating offerors on their ability to meet the requirements of para 6. Please see the Combined Synopsis/Solicitation, Instructions to Offerors, Section 5 on pg 2 where it states, “5.While the first Strong Bond Call Order does not include childcare services, future BPA Call Orders may. Please provide a separate narrative for demonstrating how the offeror will perform/provide the childcare services in accordance with paragraph 6 of the attached BPA Performance Work Statement.” This must be included in order for the Chaplain Corps to evaluate if the prospective contractor can support future Call Orders/Retreats that require childcare support.

6. Q: Could you advise if the meeting room will be required for all 3 days? E.g. Friday evening, Saturday all day, Sunday until noon?

A: The Strong Bonds Retreat SOW has been updated to specify the hours the conference room is required for each day of the retreat.

10 June Posted Q&A

7. Q: Is there an incumbent on this BPA?

A: No, this is a brand new acquisition.

8. Q: Do the Chaplain Corps have preferred childcare vendors that they have used for past Retreats?

A: No, they do not.

9. Q: Will attendees be driving their own vehicles/providing their own transportation to retreats, or should the contractor procure a bus or shuttle to transport attendees from the base to the Retreat venue?

A: The attendees will not require transportation to and from the retreat.

10. Q: What venue concessions, if any, have you obtained in the past that are not specified in the PWS and are expected for future Retreats?

A: None outside of what’s detailed in the PWS and Retreat Scope of Work

11. Q: What type of room set is required for the RA led meetings? Rounds, crescent, schoolroom, etc.?

A: Most often it’s round tables, and the layout of the tables is whatever works best to ensure all attendees can see the screen and presenter.

12. Q: Will the Retreat Program Manager (RPM) be shipping or transporting instruction materials to the site, or is that a requirement of the contractor?

A: The RPM will ensure all materials are delivered to the site, that is NOT the responsibility of the contractor.

13. Q: Is a stage required in the banquet/ballroom space for event sessions?

A: A stage is NOT required unless table setup is not conducive to see the screen/presenter as stated in #11.

14. Q: What type of audiovisual equipment is required in the dining space?

A: 1 projector and screen, sound system for playing audio/video from a laptop (RPM will provide the laptop), and a mic for the presenter.

15. Q: Are technical acceptability and price weighted the same in the evaluation of proposals? If one is more important than the other in the evaluation of quotes, can you please specify?

A: Technical Acceptability is more important than price, however, price is still very important. This language has been added to the Evaluation Criteria of the Combined Synopsis/Solicitation.

16. Q: Should proposed activity options be within a certain distance from the proposed Retreat venue? Should they be within the 30-minute driving radius specified for the hotel/resort?

A: Activities need to be very close to the venue, preferably walking distance, if a drive is required 10 min max of the venue.

17. Q: What time of day will the group participate in activities? If in the morning or during the day, are box breakfasts and/or lunches acceptable?

A: Most activities should be planned for Saturday, depending on the group. For the Strong Bond retreat, activities should be planned around meals and box lunches shall not be provided. If contractors are unable to procure all the activities for Saturday, then Sunday afternoon would be the secondary option.

18. Q: How long should the proposed activities last and how many activities are expected?

A: This is not a hard and fast rule; there is a lot of flexibility here. Activities should be between 30-90 minutes. Attendees will choose what they feel is most appealing and the remaining time that they have outside of the activity can be spent on their own.

19. Q: Section 3 states that children should dine in the childcare space, but Section 5 states that meals should be served in a space to fit 45 adults and children. Can you please clarify if children will be dining with adults or separately, or is it a combination of both? If so, which meals will be eaten together and separately?

A: The Strong Bond Retreat for July does not require childcare. When childcare is required this will be specified in that individual retreat’s scope of work (SOW).

20. Q: It is understood that we will demonstrate our ability to perform the childcare duties even though childcare is not required for this first Call Order. Should we provide you a quote for x amount of children as a sample as well?

A: No, please do not provide a quote. Per Sec 5 of the Instructions to Offerors in the Combined Synopsis/Solicitation, while the first Strong Bond Call Order does not include childcare services, future BPA Call Orders may. All we need you to provide is a separate narrative demonstrating how you will perform/provide the childcare services in accordance with paragraph 6 of the attached BPA Performance Work Statement. Please provide anything any and all information that provide evidence that you can meet the requirements of the PWS in the event childcare is required for a future retreat.

21. Q: Is the first date flexible?

A: No, the retreat weekend is for the July weekend listed in the Strong Bond Retreat SOW.