SOLICITATION AMENDMENT 0002_22 February 2021.pdf

AMENDMENT 0002

COMBINED SYNOPSIS/SOLICITATION

FA4600-21-Q-B101

STRATCOM Symposium Event Planning Services Offutt AFB, NE

ISSUED BY:

FA4600 55 CONS

106 PEACEKEEPER LN, STE 2N3

OFFUTT AFB, NE 68113-2107

Tiffany Shaffer Email: tiffany.shaffer.4@us.af.mil

This is a SOLICITATION AMENDMENT for the combined synopsis/solicitation Request for Quotation (RFQ) number FA4600-21-Q-B101, STRATCOM Symposium Event Planning Services.

The RFQ document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2021-04; Effective 19 Jan 2021.

DESCRIPTION OF AMENDMENT/MODIFICATION

The purpose of this solicitation amendment is to provide answers to questions regarding this RFQ, as stated herein:

SEE SUMMARY BELOW

Please remember to complete and sign the contractor information below.

Offers must acknowledge receipt of this amendment prior to the offer due date and time by completing the blocks below, and returning to both tiffany.shaffer.4@us.af.mil and jason.donovan.1@us.af.mil. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE OFFER DUE

DATE AND TIME MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the offer due date and time.

mailto:tiffany.shaffer.4@us.af.mil mailto:jason.donovan.1@us.af.mil

Quotes Submissions: Quotes and are due no later than, 3 March 2021, at 8:00 AM (Central Time).

Offerors are responsible for verifying receipt of their quotes to this office before offer due date and time.

NAME AND ADDRESS OF CONTRACTOR:

NAME AND TITLE OF SIGNER:

CONTRACTOR/ORFFEROR SIGNATURE:

QUESTIONS

PROPOSAL:

Is there formatting, font or a page limit to the technical/past performance proposal submission?

There is no page limit or specific formatting/font compliance to the technical/past performance section of the solicitation.

Is there formatting, font or a page limit to budget proposal submission?

The offeror must complete/fill in the Unit Price and Extended Price on page one of the SYNOPSIS/SOLICITATION, per the instructions in provision 52.212-1.

The RFP states: “The contracted event planning service will charge the government a flat fee inclusive of all responsibilities as listed in this Statement of Work”. Does the “fee” refer to labor only or is it a reference to labor AND all event related expenses (ODCs) such as meals, venue, AV, etc.?

All event related expenses will be included in each respective CLIN.

Is the contractor and staff required to possess security clearances?

No

Do you want to include a quotation for a hybrid event?

No. The event will be an in-person event. If circumstances dictate, we will shift to a virtual event, not hybrid.

PRIOR EVENT:

Which contractor supported DW 2020, 2019, and 2018?

PlanitInc

Which venues were DW 2020, 2019, and 2018 held?

La Vista Conference Center and CHI Center

Can you provide historic lodging room pick-up by day for DW 2020, 2019, and 2018?

We had a room block of 45 rooms for DV and a room block of 75

REGISTRATION:

Registration requirements – are there any fees charged for the event and how detailed is the registration matrix (i.e., number of categories, fee levels, etc.)?

The Deterrence Symposium in person event is the only one of the three events that has a registration fee. The registration database has several fields of information needed from our attendees, to name a few but not all: name, rank, country, address, phone, email addresses etc.

Are all attendees required to pay the registration fee, including government staff?

Yes, everyone that attends pays the registration fee.

What would you like included in the registration fee (e.g., meals, meeting room cost, etc.)?

Registration fee just covers food, drinks, coffee, and snacks.

Is there any swag, promotional, gift bag or other giveaway materials required such as t-shirts, hats, pens or lanyards, etc.?

No

Do you plan to provide free parking for all driving guests?

PARTICIPANTS:

Are there any special registration categories, such as sponsors or VIPs?

Yes

Do the 700 people include staff, speakers, VIPs, or others?

Yes

Will the 700 participants be local to the Omaha area or will they be traveling?

Not all attendees are from Omaha. Several guests expected to travel from over 12-14 different countries.

Will you be providing PPE gear to guests, such as masks and sanitizer?

Yes

Are temperature checks required for all guests in attendance?

We do not plan to at the moment, but if circumstances change it is possible.

Are COVID-19 tests required for all guests in attendance?

No

Is COVID-19 vaccine required for guests in attendance?

Not at this time.

Is contact tracing a requirement throughout the event week?

VIRTUAL EVENT:

Would all content be broadcast in English or is interpretation required?

English

Is sign language required?

No

If the event transitions to a virtual event will any in-person components remain (i.e., will this be a hybrid type event) or will it all go virtual?

If changed to a virtual event the entire event will be virtual and no components of the in person event will remain. There will be no hybrid option.

If virtual, will the meeting format remain the same?

The format should remain the same, but might include additional days.

What is the expected attendance with a virtual format?

Virtual event could have up to 1200.

Will any of the sessions be recorded in advance or will the entire event be done live?

If we transition to a virtual event it will all be live no pre-recorded sessions.

Is there an expectation for Q&A during the broadcast?

Yes, the in person event and virtual events will be the same each one of our sessions run approximately 90-120 minutes, opening comments and then we transition to a Q&A period.

Will the attendee fee structure remain the same?

No, if transitioned to a virtual event no registration fee is charged. The registration fee covers food/beverages/snacks of an in-person event.

What platform did you use last year for your virtual event and was it successful?

The incumbent coordinated the platform. The event was successful.

If the virtual option were selected, what would they like to improve for a 2021 virtual symposium?

The virtual met all expectations.

Aside from live streaming a plenary session and breakout sessions, what other features are important to you in a virtual platform?

Networking, branding, sponsorship, exhibit hall, 1-1 meetings, poster sessions, abstract submissions, etc.

How long should symposium content be available to attendees after completion of the virtual event?

60 days. Stratcom will use the DVD to move it to a YouTube page prior to expiration of virtual content by awardee.

Do you envision keeping registration open after the event for those who cannot participate at the scheduled time?

No

Are broadcast overlays, lower thirds and other broadcast quality graphics required for this virtual event?

Yes

Will the live stream event be private and require registration or will it be live streamed to the public free of charge?

Public

Will all attendees and speakers be assumed to provide their own computers, lighting, WIFI, webcams and microphones?

Yes

CATERING:

Preplace coffee and water for “14 Distinguished Visitors” – is this is a separate room or other area and are there other requirements for the DVs?

This is for an in person event, and the coffee and water that is for the DV tables in the same room and the panel sessions.

Provide soda and snacks for the reception – please define level of snacks expected (i.e., chips and cheese trays or passed appetizers and carving stations).

The vendor will work with the venue on snacks. Previous events had cookies, brownies, etc.

Will the coffee, tea, soda, and snack breaks be AM and PM only or will they remain open all day?

Coffee is expected all day. Tea/Soda and snack breaks are just during the snack break

Serve a pre-dinner reception on 28 July - please define the level of F&B expected in the reception.

We expect a cash bar for the pre-dinner reception.

Should the customized lunches and dinner be buffet-style or plated meals?

Lunch and Dinner meals will be a plated meal

Are there any limitations on F&B costs for this event?

Yes, the contractor will work with Stratcom to determine the meals, which will affect what the registration fee for each attendee is.

Can the meal cost exceed GSA per diem rate guidelines?

Yes

Will F&B be paid for staff, speakers, VIPs, interpreters or others?

All attendee pays a registration fee, which includes food and beverage.

Will cash payouts be made for meals and incidentals be paid to any attendees or speakers?

Stratcom will pay for the registration fee for Keynote Speakers, Moderators and Panelists.

Should the lunch be buffet, plated or boxed?

Both lunch and dinner meals are plated.

In reference to the breakfast, the date does not align with the proposed dates in the RFP: “This room will also be used for an International Breakfast on 9 August from 0630-0800” The International Breakfast will be held on 29 July 2021.

International Breakfast, how many attendees are expected? Is this a separate set-up from the group breakfast or will attendees just bring their breakfast from the main area?

50 participants are expected for the international breakfast. Participants will bring breakfast into the room from the main line.

How many attendees will be at the International Breakfast?

55-60

Will the International Breakfast be a hot buffet, plated, continental or other?

International Breakfast is a separate meal that is paid for by Stratcom.

Should we include entertainment costs for the reception in our budget?

No

Is there any speaking role or program anticipated at the reception?

No

Should we include food and beverage when pricing out the reception?

In the past, Chex Mix was provided for the attendees.

Will a cash bar be part of the reception?

Yes, we have a cash bar that is part of the reception.

Is there a program envisioned during the dinner?

Yes. The program will be discussed after award.

Shall the dinner be a buffet or plated?

Plated

Will a cash bar be part of the dinner?

WEBSITE:

Does the website require 508 compliance?

Do you envision a cell phone app for all attendees?

No

Will STRATCOM personnel access/update the website directly (i.e., do you need access to the back end of the event website?) If so, what platforms do your staff prefer to work in?

Yes, Stratcom personnel will need access to the database. We have worked is several systems. Excel is preferred for data export.

In the requirement for the website development, the SOW mentions three Deterrence Week Events - Classified Day, Deterrence Symposium and Experience Day. Are these the “themes” of each day or are there events run simultaneously?

We have 3 separate events that will be hosted that week. The Classified day, Deterrence Symposium and the Experience Day.

MEDIA/LOGISTICS:

Is English the only spoken language for all attendees?

Yes

Media connectivity – how many media are expected?

7-10 media members are expected on site and work with our Public Affairs Officers.

Requirement for 6 stationary microphones – 5a of the SOW notes seven panelists. Please clarify.

6 stationary microphones will be needed.

Do you require any stage lighting other than a stage wash (i.e., spotlight, decorative stage lighting tiles, etc.?

No, we do not have spotlights or decorative lighting. Lighting is needed to support the video recording and video screens of all speakers.

Can you please confirm that the only AV you need for the media room is to support a video feed for the keynote speaker?

The media room AV needs a live feed coming out of both the panel room and the meal room. It allows the media to watch the event but not be in the room.

Can you please confirm that attending media members will be bringing their own equipment?

Media will bring their own equipment. Stratcom provides computers inside the media room. The contractor is responsible for contracting with the venue to provide the wireless and wired internet connections needed.

Is a USB flash drive or external hard drive acceptable in lieu of a DVD?

No, a DVD is required.

Do you require the ability to project live recording/speaker and PowerPoint slides concurrently?

Yes, we have 5 screens in the panel room and screens in the meal room. The speakers will be live on those screens and we need the ability to project power point slides concurrently.

Do you require any live webcasting? If so, how many session hours each day? Are any of those hours concurrent webcasts?

If this is an in-person event we will livestream the event, but STRATCOM will bring the equipment to do that.

Should the contractor provide cost for readying speakers and testing their virtual connectivity and set-up in the weeks/days leading up to the event?

If this is an in-person event testing is not necessary. If this is a virtual event yes, the contractor will have to schedule a virtual connectivity test and set up.

Will the speakers on stage be seated in lounge style chairs or at tables facing the audience?

There will need to be a podium on stage and one table on the stage to accommodate 6 panelist. All panelists require microphones, and Stratcom will set up a monitor on stage for the Moderator. The monitor will be connected to a computer in the back of the rooms to push questions.

Is there any special stage backdrop or décor envisioned?

In the past, we have used a black backdrop.

Is there any special registration backdrop envisioned?

No

What AV requirements are needed for the 7 breakout rooms?

3 breakout rooms would have the capability to project power points. The media room would have live feed from both speaker and panel room. Some rooms (not determined yet) would need wireless connections.

Is F&B required in the two private rooms?

No

Can you please describe the role of the media at the event?

Media are present to cover the event. They are given one of the breakout rooms to listen to the live feed and work concurrently. Our public affairs team will be working with the media while on site.

There is media availability that will be done with the media and our commander on the first day.

Will the media require a special riser area to film and photo? If yes, is the media riser required for the panel room and the keynote room?

Any media needs for Stratcom will be brought in by our public affairs team.

Is media kit assembly required?

No

Will the media be conducting interviews with all speakers and attendees?

Yes

Do the video recordings require 508 compliance?

No

Will free WIFI be given to all attendees or just as stated for each room?

No, there will be no WIFI.

Is it safe to assume there are no interpretation or translation requirements?

No interpretation or translation services required from contractor. If needed for a foreign guest speaker, Stratcom will provide this service.

Will any of the sessions be pre-recorded? If so, how many?

No

Do you have any need to live captions?

No

Do the recordings need to be closed-captioned?

No

For the breakout room, it is written that the space should be 1,500 square feet but seat up to 250 people theater style. Our experience would suggest that only 150 people would be the maximum capacity for a space of this size.

At least 150 but if the breakout room can hold more, additional seats will be placed.

Can the rooms be on different floors than the pre-function space?

No

Will there be any signage, displays or other kiosks, setup during the event, in the pre-function area?

Yes, our public affairs team sets up signage/displays. We also have our young academics, 7-10 personnel that will be setting up poster presentations in the pre-function area.

Is 720p and mpeg-4 approved for the video recordings?

Yes

Is a professional photographer required to photo document the event? If yes, how many?

No, Stratcom will provide photography is needed.

Is there any floral or other décor for the panel room or keynote room participant tables?

No

Confirm there are only 2 screens needed for the keynote room as written: “This room requires the projection of the speaker giving the keynote address on the stage onto at least two large screens that measures 10 feet by 14 feet or larger.”

The Keynote or sometimes referred to as the meal room only requires 2 screens. The panel room has the requirement for 5.

Does the printer/copier for the Operations room need to be a small printer for small jobs or be a large commercial copier to handle bulk copying and larger jobs?

Small

What is meant by “12 wireless connections”? Is this a private WIFI network that will allocate permissions to 12 specific users?

Yes

Are any printed materials such as symposium program journal, dinner program journal to be provided to guests?

Yes, but Stratcom will create and distribute material.

Is there any signage requirement for this event?

MISC:

Is the contractor responsible for selecting and paying for the venue?

Yes

Will the 50 rooms for distinguished panelists and international guests be paid for under this contract award? If yes, how many nights should be budgeted?

No

If symposium is to be held at a hotel, a minimum # of hotel rooms is guaranteed for payment when signing a contract. What # is that expected to be?

Please define which room is the “CC room” and which is the “CD room.”

Will designate one the contract is signed but the size requirements for both remain the same.

“Provide sufficient representation at the Symposium” – please define this requirement. Is the contractor expected to handle all on-site registration activities? Are registrars provided by the contractor or will volunteers from the Command assist? Is contractor assistance expected with DVs, speakers, etc., or just as venue interface and management?

This requirement is for the Deterrence Symposium. The contractor is expected to make sure all of our guests are registered, and if not registered handle on site registration. The vendor is on site during the event to be liaison for symposium activities.

Event planning assistance is required to construct and manage a symposium website, provide a means for participant registration/conference fee collection, provide on-site event management, and handle catering service arrangements – while there is no specific statement regarding securing the venue, we are assuming that is required as part of the proposal response. To that end, do you expect the contractor to secure and contract the venue, and if so, will the contract be signed by the contractor or the Government?

The contractor/vendor will secure and contract the venue. The contractor/vendor will sign the contract.

Security – is the LEO required expected to be local police or military police? Armed or unarmed?

We ask that local uniformed police department be contracted to support this requirement. Being armed is at the discretion of the officer. Military police will not be present.

Privacy curtains – is this just for changing purposes or does it need to be more secure/sound proofed?

To provide privacy. No soundproofing needed.

Will air travel be paid for any attendees or speakers?

Stratcom will pay expenses for all Keynote Speakers, Moderators and Panelist. There is no need for the contractor to book/pay for any attendee travel.

Will airport transfers be provided free to any attendees or speakers?

No

Are flags required for display?

Yes, flags will be on stage and will be provided by Stratcom.

Is a color guard envisioned for this program such as the opening ceremony?

No

Do you want to provide onsite health care and emergency services?

No

Are any special considerations for accessibility required?

Venue and stages need to have the configuration to fit ADA needs.

Will there be any offsite activities that require provisions and arrangements?

Yes, support to the classified day.

Is bus service required to venue hotel from satellite hotels?

No

What is the payment schedule?

As this is a Firm Fixed Price Contract, payment will be invoiced upon completion of the event.

END OF QUESTIONS