Third_set_of_Qs.docx

AFRC Yellow Ribbon Event Planning Services

FA6643-14 R-0027

Questions Set 3.

Q. Can the government provide any information on the number of breakout rooms historically used, to include how many Type A, Type B, and Type C, as outlined on 3.14.2.1 A. It varies event to event, that is why the childcare rooms have specific requirements. For example, in a previous event, the attendance only had 2 babies and a big group of 6-12 yr olds which affects how the ages are broken out.

Q. Would you please provide information on past history on number of childcare rooms utilized, with a breakdown of infant, child, and teen?

A. We normally figure 30 children per 250 attendees, but it does vary.

Q. The spreadsheet doesn’t have counseling or command post rooms. Please refer to the solicitation for CLINs description on the spreadsheet. The counseling and command post rooms are on CLINs 0006, 1006,2006,3006 & 4006 MEETING ROOMS as stated on the spreadsheet. But the spreadsheet doesn’t reflect that addition to the Clin 0006. Should we just add it?

A. CLIN 0006 (and the related CLINs for option years) is one price for the standard quantity of 4 rooms per event.

Q. Addendum to FAR 52.212-1 (INSTRUCTION TO OFFERORS) outlines Lowest Priced Technically Acceptable (LPTA) procedures, but 52.212-2 (a) on page 116 of the RFP states government will award contract to … most advantageous to the government. Please confirm if contract will be awarded to LPTA offer.

A. This will be LPTA.

Q. Are contractors allowed to accept standard hotel commissions as a cost savings strategy to offset the overall cost to the government?

A. "standard hotel commissions as a cost savings" doesn't sound like it will save the government money, only the contractor. Although we (the government) cannot stop the contractor from accepting these commissions, upon research it was found to excluded government rate customers.

Q. Please confirm all CLINS are Firm Fixed Price (FFP).

A. All CLINS are FFP.

Q. Regarding attrition on Page 5 of the PWS, can the government please share historical attrition data from the previous 24 months?

A. Since the government does not pay attrition, there is not any available data on this information.

Q. For this solicitation you require that the business to be “CMP” Certified. Will “CGMP” Certified Government Meeting Planner, be accepted as well?

A. Yes, CMP, GMP or CMM certifications are all acceptable.

Q. We recommend that the Government accept a CMM as a viable and, at a minimum, equal alternative to the CMP. Accordingly, we recommend that the Government amend the following PWS sections as noted:

A. It is certainly acceptable to have a CMP or a CMM or higher in all references made to a CMP in the PWS.

Q. Why is there a requirement for the contractor to be responsible for attrition? It seems like an attrition penalty clause that releases the Govt. and the contractor is needed.

A. All we state is that the government will not be responsible for attrition. If the contractor can negotiate a contract with a venue that releases them from attrition because it is with the government then that's great.

Q. Can the government provide actualized room pickups for past events to support future projections?

A. We don't have the pickup numbers, that would have to come from current contractor PPL.

Q. Seasonality determines whether hotels in the Government's selected cities will offer attrition-free contracts, thereby mitigating risk for Small Business contractors. If a Small Business contractor is responsible for attrition will the Government allow the Contractor to mitigate risk by being involved in the selection of dates for the respective cities?

A. No our dates are going to be determined by the Program not the contractor. They are welcome to provide input regarding the peak season for a location.

Q. If attrition is the Contractor’s responsibility will the Government agree to initially reserve a block of rooms that is 75% of expected attendance, adding more rooms as needed and subject to availability?

A. The room block is determined by the contractor - Para 3.18.2. However, not having enough rooms in the block resulting in members unable to get rooms will have a negative effect on performance appraisals of contractor.

Q. After conducting market research we have found there are hotels that have previously hosted AF YRRC events that will not bid on these events, no matter the dates, due to contracts being attrition-free. Will the Government be willing to modify PWS restrictions on location within the cities (i.e. “activities to accommodate adults and children on and off-site within walking distance”) in order to mitigate risk for the Small Business contractor?

A. No, the locations must be family friendly as stated in PWS.

Q. Please confirm if contractor must remain compliant with the published GSA Per Diem rates regarding meals & incidentals and lodging.

A. Yes, as stated in the PWS.

Q. How will price increases for F&B and Light refreshments be incorporated when Federal Per Diem Rates change? Right now I am making my estimate with 2015 prices but will begin work if awarded in 2016.

A. Light refreshments are not included in per diem limitations, only Meals (food and beverage) costs are governed by the per diem rates. As far as per diem rates those are a good question. If I were calculating, I would look at the historical increase of per diem rates for meals and go from there. They could go up they could go down. But again, the cost of meals is only governed by the per diem rate NOT light refreshments.