Yellow Ribbon Reintegration Program RFP FA664321R0001 - Q and A Set 1.pdf

Yellow Ribbon Reintegration Program RFP FA664321R0001 – Q&A Set 1

Question 1 – 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?

Answer 1 – Requirement is a follow‐on to Requirements contract FA664315D0001 with Meeting Sites

Pro. Individual events were issued under task orders throughout the period of performance.

Question 2 – Can you please provide me with information of how I can submit my proposal to qualify?

Answer 2 – Proposal instructions will be provided with the official RFP.

Question 3 – Audio Chat – how extensive are these capabilities? What does the Government mean when they mention audio chat?

Answer 3 – The intent is to have the ability for participants to use their microphone to ask or answer a question to the speaker during a Hybrid Event or Virtual Event.

Question 4 – For training session recordings, how are we expected to keep those on file? 30 days, 60 days, 90 days before deleting recordings.

Answer 4 – The recordings shall be stored for a minimum of 6 months from time of recording as specified in CDRL A006 – Training Session Recordings.

Question 5 – Will the government have an employee to monitor the luggage storage room or is the contractor expected to monitor that?

Answer 5 – The luggage storage room shall be secure IAW PWS paragraph 1.4.10. Once the key or code to the secure luggage storage room is provided to the Government staff Event Manager, Government staff will monitor the luggage storage room.

Question 6 – Will the government pay attrition fees for room blocks that are not met?

Answer 6 – No, the Government does not pay attrition fees.

Question 7 – Up to 1000 online participants would be accessing our platforms during each event. Is that correct?

Answer 7 – Yes. That is correct.

Question 8 – On beta.sam, it says a response date is August 2nd. Is there anything actually due on that date or will that date be adjusted once all final documents are posted?

Answer 8 – This date will be adjusted upon official RFP posting.

Question 9 – You should consider switching to a 16X19 format for your screens. Most hotels no longer have 4X3 screens. (It will reduce your pool of hotels.)

Answer 9 – A 16X19 format for the screens is acceptable. PWS has been updated to include this format.

Question 10 – How many cameras are required in the General Session of a hybrid meeting? Are cameras controlled by a human to track the speaker?

Answer 10 – The Government cannot direct the contractor on how to perform a task.

Question 11 – Do you expect to capture all the questions/comments from the attendees?

Answer 11 – Yes. There should be a capability to transcript the chat box.

Question 12 – How many cameras in a hybrid breakout room? Are cameras controlled by a human to track the speaker or are Owl cameras acceptable?

Answer 12 – The Government cannot direct the contractor on how to perform a task.

Question 13 – Do you expect to capture all the questions/comments from the attendees?

Answer 13 – Yes. There should be a capability to transcript the chat box.

Question 14 – Who will be monitoring the questions and chat from the audience in the GS and BO rooms?

Answer 14 – Government representative would monitor the chat.

Question 15 – Why are you requesting 8 people max at a 72” table? 10 is normal. (It will reduce your pool of hotels)

Answer 15 – 10 people at a 72” table as an industry standard is acceptable. PWS has been updated to include this maximum.

Question 16 – Why are you requiring, as a minimum, a 50‐person commands post when you often do not have that many staff? (It will reduce your pool of hotels.)

Answer 16 – A 50‐person minimum is the requirement. However, an exception can be approved by the PM and CO.

Question 17 – Are you requesting 1,000 people per breakout or general session for virtual meetings?

Answer 17 – Per PWS paragraph 1.5.1, there is a government requirement for a maximum of 1000 online participants. However, there is no guarantee that amount will be reached.

Question 18 – Are you requesting 110 people per breakout for virtual meetings?

Answer 18 – The government requirement is a maximum of 110 people per breakout.

Question 19 – How will the presenters be scheduled for the virtual tech checks?

Answer 19 – The contractor will coordinate the schedule based on the key personnel list provided by the Government.

Question 20 – Say you have 9 virtual breakouts. Are you expecting 9 persons standing by to provide tech checks before they start?

Answer 20 – Tech checks can be scheduled in advance of the event per the PWS.

Question 21 – What is expected if the speaker’s internet connection is unsatisfactory, or equipment fails?

Answer 21 – This is address in PWS paragraph 1.5.2. The virtual checks prior to the event are to identify any issues. In the event that a speaker’s equipment fails or goes down during the event, the matter would be addressed with the CO.

Question 22 – What is the minimum size for a confidence monitor?

Answer 22 – Size should be appropriate for the distance from the speaker as well as not obstructing attendees’ vision.

Question 23 – What is the minimum size for projectors in the General Session and Breakout rooms?

Answer 23 – Size should be appropriate for projecting to the size of the room.

Question 24 – What is the minimum size screen for General Session and Breakout rooms?

Answer 24 – Per PWS paragraph 1.4.2, the projection screens will be configured for room size as specified in the Government Staging Document. The size would be determined by the size of the room and viewing clearly from the back of the room.

Question 25 – How much do the pelican cases/boxes weigh on average and are the cases/boxes palletized?

Answer 25 – Dependent on the size of the event, the total weight of the boxes and pelican cases may be as much as 1,000 lbs or more. They are not palletized as they are shipped through FedEx.

Question 26 – How much does the heaviest box weigh?

Answer 26 – The heaviest box may weigh approximately 100 lbs.

Questions 27 – Is live captioning as delivered automatically by many services acceptable or is a designated service required?

Answer 27 – The Government cannot direct the contractor how to perform.

Question 28 – Are you planning on reducing the amount of Breakout rooms based on having 75% at 51?

(If not, it will reduce your pool of hotels.)

Answer 28 – The requirement is stated in the PWS, however, exceptions may be approved by the CO.

Question 29 – Are you giving any thought to recording your best presenters and provide a recorded class that covers all your objectives and then have 10‐15 minutes of dialogue questions?

Answer 29 – The requirement is to record virtual presenters and be available up to 6 months. Also, during virtual events, there is a requirement to have the capability to provide live and recorded sessions.

Question 30 – Is it possible to receive or be given access to the appendices noted on the PWS attached to the pre‐solicitation notice?

Answer 30 – Documents will be posted.

Question 31 – The information/cost you are requesting is for the cost of management only. It does not include the actual cost of services. Meaning the cost of management for the Audio Visual services. Not the cost of equipment and technicians provided. The cost of sourcing the virtual platform and equipment. Not the cost of the equipment and platform itself. Is this correct?

Answer 31 – Proposal should include cost for services consisting of event planning to include event venue locations (hotel or conference center), food and beverage services, childcare services, audio and visual services, virtual live streaming platform and/or virtual platforms for Yellow Ribbon events as described in the PWS.

Question 32 – We are researching the locations in the St Louis area for the Yellow Ribbon events. Do you know where they were or have recommendations?

Answer 32 – A list of historical events will be posted.

Question 33 – When can we expect the actual RFP to be posted?

Answer 33 – RFP is anticipated to be posted on or about 23 Aug 2021.

Question 34 – Will this be open to all or limited to WOSBs? EDWOSB?

Answer 34 – This RFP will be a full and open competition.

Question 35 – Confirming that the Firm Fixed Price is for event management services only and not inclusive of the venues and support contractors? If I read correctly, additional contracts and venues will be issued by task order, correct?

Answer 35 – The basic contract will be an Indefinite Delivery Indefinite Quantity that will establish pricing and terms and conditions. The initial task order will then be issued for event planning service IAW the PWS. Additional task orders will be issued for individual events.

Question 36 – According to the SAM posting, the Air Force intends to issue an RFP and award a Firm Fixed Price (FFP) commercial Indefinite Delivery Indefinite Quantity (IDIQ) contract for the relevant services. Because the services to be provided under this contract cover a wide range of locations both within and outside the continental United States, wide variation of costs across different regions and localities would make it very difficult for offerors to propose a fixed price for each CLIN and subCLIN without undue risk. As a result, offerors will be forced to propose pricing that will cover the worst case scenario, which could lead to the government paying more than necessary for the desired services. Will the Government consider a combination of Firm Fixed Price and Cost Reimbursable CLINs, which is used effectively in many other Dept. of Defense contract with similar requirements and would represent a much more cost effective approach?

Answer 36 – Per FAR 16.301‐3(b), the use of cost reimbursement contracts is prohibited for the acquisition of commercial items.

Question 37 – You are seeking cost for event planning and management? Not the cost of executing the event. Correct?

Answer 37 – Event planning is only one aspect. The PWS requires that the contractor provide space, meals, childcare, equipment, AV and live streaming capabilities. In addition, virtual events IAW PWS paragraph 1.5 may be conducted.

Question 38 – Example, cost to find and select the venue and negotiate the contract. Not the cost of the venue and hotel rooms.

Answer 38 – Step 4 of PWS paragraph 1.4.1.2 require the contractor to secure and contract for the approved venue. PWS paragraph 1.4.12 describes the requirements for On‐Site Lodging. The contractor shall reserve blocks of rooms, however, the contractor is not financially responsible for lodging room charges.

Question 39 – Is this the first time for this event or have you been executing this event in the past?

Answer 39 – Events have been executed for approximately 10 years.

Question 40 – Do you have a list of a past year’s events/dates/locations that you can provide?

Answer 40 – A list of historical events will be posted with the RFP.

Question 41 – How many of these were in‐person/hybrid/virtual?

Answer 41 – All past contracted events have been in‐person.

Question 42 – Do any of the events overlap each other?

Answer 42 – The list of historical events will include dates of events. Some future events may overlap.

However, in‐person/hybrid events will not exceed two per weekend per month.

Question 43 – If awarded the contract the first event will have a lead time of 12 months. Correct?

Answer 43 – An initial lead time of approximately six months is anticipated.

Question 44 – Do all events have a 12 month lead time / planning period?

Answer 44 – The lead time is up to 12 months. Therefore, a 12 month lead time cannot be guaranteed.

Question 45 – Are the 25 high speed internet connections in the General hotel rooms and space for the management staff? Are they wireless connections?

Answer 45 – Wireless internet connections are for staff and Resource Providers.

Question 46 – Will all streaming be on wired connections?

Answer 46 – Wired connections will be used if available.

Question 47 – Do you intend to provide WIFI connections/passwords to attendees?

Answer 47 – Wireless internet connections are used by Government staff.

Question 48 – Will all event rooms (General Session and Breakouts) require live caption services?

Answer 49 – Any room that requires livesteaming will require live caption services IAW PWS paragraph 1.4.2.1.

Question 50 – Will all caption be in English?

Answer 50 – Yes.

Question 51 – Any need for interpretation services? What type of interpretation?

Answer 51 – Interpretation services is not a PWS requirement.

Question 52 – Can caption be machine produced or do you require an in person captioner onsite?

Answer 52 – The Government cannot direct the contractor how to perform.

Question 53 – If it is a live person performing caption, do they need to be onsite or can they perforn the services remotely?

Answer 53 – The Government cannot direct the contractor how to perform.

Question 54 – Will the recording of the live sessions be video recorded?

Answer 54 – Live sessions shall be video and audio recorded.

Question 55 – Audio recorded? Audio only?

Answer 55 – Live sessions shall be video and audio recorded.

Question 56 – Who is responsible for creating and shipping the signs to the venue?

Answer 56 – The Government provides the signs.

Question 57 – Are the signs reused?

Answer 57 – Yes.

Question 58 – Who stores the signs and ships to the next event?

Answer 58 – The Government.

Question 59 – Will there be a designated room for meals?

Answer 59 – The contractor coordinates meals within the meeting space.

Question 60 – Do you require a designated room for staff meals or will staff dine with attendees?

Answer 60 – The staff eats in the same room as attendees.

Question 61 – Will there be a designated room for the children’s meals or will they dine with parents in the attendee space?

Answer 61 – Historically, adult and children’s breakfast have been served at the same time and location.

However, meal times and locations will be served according to the hours and locations specified on the event Government Staging Document and the Government Agenda provided IAW PWS paragraph 1.4.4.

Question 62 – Can the meal schedule stagger between attendees and child meal times to reduce work overload on venue staff and kitchen?

Answer 62 – Historically, the lunch and refreshments meals schedule has been staggered.

Question 63 – Are parents required to sign a release form before leaving their children with our caregivers? What protects us, our caregivers, the venue, and the government in the event of an accident?

Answer 63 – The Government’s intent is for the credentialed child care provider(s) to be bonded to the child care company’s insurance policy. Any waiver and/or release must be submitted for reviewed by the HQ AFRC legal advisor.

Question 64 – Do you require medical services staff (EMS) onsite for the events?

Answer 64 – No.

Question 65 – Fire watch?

Answer 65 – No.

Question 66 – Who is responsible for packing and correctly labeling the supplies for shipping back out from the venue?

Answer 66 – Government personnel.

Question 67 – Is the internet connection in PWS paragraph 1.4.8.1 a wired or wireless connection?

Answer 67 – Wireless.

Question 68 – How many total connections are needed on average?

Answer 68 – As specified in PWS paragraph 1.4.2, a minimum of 25 high speed internet service connections.

Question 69 – Was this included in the request for 25 connections listed in paragraph 1.4.2 Audio and Visual (A/V) and Live Streaming Support Services?

Answer 69 – Yes.

Question 70 – Are the internet connections in PWS paragraph 1.4.8.3 wired or wireless?

Answer 70 – Historically, this connection has been wireless.

Question 71 – Who is responsible for set and strike of the heat presses?

Answer 71 – Government.

Question 72 – Who is responsible for packing and shipping out the heat presses?

Answer 72 – Government.

Question 73 – Do you require pipe and drape to separate the tables (booths) in PWS paragraph 1.4.8.3?

Answer 73 – No.

Question 74 – Do you require signage for each table? Who would supply?

Answer 74 – The Government supplies the signage.

Question 75 – Do you require a security / attendant for the luggage storage area?

Answer 75 – Once key/code to area is provided to the Government, no attendant is required.

Question 76 – Do you use valet tickets or work on the honor system for the luggage storage area?

Answer 76 – The Government will manage the process for this.

Question 77 – Does the venue handle this?

Answer 77 – If the luggage storage area is not separate from the established venue luggage storage area/control, the venue will manage the process for this.

Question 78 – PWS paragraph 3.0 refers to our own offices and not the venue. Correct? It is not suggesting we work offsite during the events?

Answer 78 – The off‐site facility in this paragraph refers to a facility other than a Government facility.

Question 79 – Do you require the name tags to have photos or just name and company?

Answer 79 – Name and company is sufficient.

Question 80 – Are we allowed to travel to the venue pre selection to determine if a venue is suitable?

This would be a site visit (in one trip) to visit several of the final selections to confirm their ability to host the event.

Answer 80 – There is no requirement for the contractor to travel to potential venues pre selection (prior to venue recommendations being submitted to the Government). However, the Government cannot direct the contractor how to perform. NOTE: Site visits after venue recommendations have been submitted can be requested by the Yellow Ribbon Program Manager IAW PWS paragraph 1.4.1.

Question 81 – Would someone from the COR join us?

Answer 81 – Yes. Site visits as described in PWS paragraph 1.4.1 must be coordinated between the Government and contractor. However, the Government Event Manager, not the COR, attends site visits.

Question 82 – PWS paragraph 4.4: If the spend is less than 3,000,000, do you require a report?

Answer 82 – PWS paragraph 4.4 is a standard paragraph in a service contract PWS. Requirements for reporting are found at DFARS 204.1703.

Question 83 – In the event of a mission‐essential event cancelation how do you handle payment for services rendered?

This includes expenses incurred up to date of cancelation including but not limited to labor, travel, hotel deposits and venue cancelation fees.

The same question applies to cancelation for other reasons to include but not limited to Force Majeure, Excusable Delays, and Cancellations at Air Force Reserve Command convenience?

Answer 83 – Event cancellations at no fault of the contractor will be processed IAW FAR Clause 52.212‐

4.

Question 84 – Do you require on site security from start to finish of the event? 24/7

Answer 84 – No Government Property is provided to the contractor.

Question 85 – Security at night? Event end time thru event start time the next day?

Answer 85 – No Government Property is provided to the contractor.

Question 86 – Security would require enough staff to cover all areas in use for the event.

Answer 86 – No Government Property is provided to the contractor.

Question 87 – Is this a new opportunity? If not, can the government provide the current contract number?

Answer 87 – The current contract number is FA664315D0001.

Question 88 – Who is the incumbent?

Answer 88 – Meeting Sites Pro, Inc

Question 89 – Is there a contractor currently providing event planning services for the Government?

Who is that contractor?

Answer 89 – Yes. Meeting Sites Pro, Inc.

Question 90 – Can the Government release a sample event task order to provide a better understanding of the format in which services will be requested?

Answer 90 – A list of historical events with details will be provided with the RFP.

Question 91 – Would the Government be willing to release solicitation RFP response requirements?

Such as Key Personnel requirements, past performance requirements, etc.

Answer 91 – Instructions to Offerors will be posted with the RFP.

Question 92 – If past performance is required for part of the solicitation RFP response, what is the timeframe past performance must fall in (i.e. within the past 3 years, 5 years, etc)?

Answer 92 – Response requirements will be posted with the RFP.

Question 93 – Are there any IT security requirements and/or CMMC requirements that a contractor should be aware of regarding hybrid and virtual events?

Answer 93 – No.

Question 94 – Is the Government considering requiring a facilities clearance for this contract?

Answer 94 – No.

Question 95 – Are there any restrictions on the systems that can be used for hybrid and virtual events:

For instance, some Federal agencies do not allow for the use of zoom, but can use webex and these interfaces are generally used to integrate with larger virtual event platform systems.

Answer 95 – There are currently no known restrictions on the systems that can be used for hybrid and virtual events.

Question 96 – Can the government please define the difference between training session and breakout session?

Answer 96 – The term “breakout session” does not exist within the PWS. Please refer to PWS paragraph

1.4.2.1 and 1.5 for the separate training session requirements.

Question 97 – Will the government identify the locations for each yellow ribbon event in the solicitation

RFP or will locations not be determined until after execution of the contract?

Answer 97 – Projected events and associated details will be provided to the contractor IAW PWS paragraph 1.4.1.1.

Question 98 – Will the government accept a Certified Special Events Professional (CSEP) with 3 years of government meetings experience in lieu of a CGMP?

Answer 98 – No. The requirement is defined in PWS paragraph 1.4.1.6 with no exceptions.

Question 99 – Is the audio‐visual personnel with a minimum of Society of Broadcast certification or the equivalent of three years of experience in the field a required team member that will have to be available at each event, or can this be a different person for each event?

Answer 99 – A team member having the minimum certification and experience is required at each event.

Question 100 – Can the government provide budget guidance or does the government plan on providing budget guidance in the release of the Solicitation?

Answer 100 – The Government does not intend to release any budget guidance. This is a competitive acquisition. Contractors should provide proposals IAW the PWS requirements.

Question 101 – When will the solicitation be released?

Answer 101 – RFP is anticipated to be posted on or about 23 Aug 2021.

Question 102 – What timeframe would the lodging list be provided to the hotel prior to the Yellow

Ribbon Event?

Answer 102 – The contractor provides the lodging list from the hotel to the Government. This generally occurs approximately three weeks prior to the event.

Question 103 – If hotels don't have enough double rooms, would a king bed with a sofa bed suffice?

Answer 103 – Yes.

Question 104 – PWS Section 1.4.1.7 Hours of Availability – Is there flexibility within this window? Could hours be adjusted to begin at 8:30 am ET?

Answer 104 – Yes.

Question 105 – PWS Section 1.4.2.1 Hybrid Event Live Streaming Virtual Platform – What types of live captioning would be needed? Will it need to be available in multiple languages? If so, which languages, or how many?

Answer 105 – Captioning needed in English only.

Question 106 – PWS Section 1.4.2.1 Hybrid Event Live Streaming Virtual Platform – In response to “no audio/video streaming delays” – Streaming is delayed 30‐60 seconds, this is the standard for current technologies.

Answer 106 – Audio/Streaming delays in Performance Work Statement refer to delays while streaming ‐ picture frozen, voice intermittent, etc. Online participants must be able to ask and answer questions with no delay.

Question 107 – Section 1.4.8.1 Registration Area – Who provides the registration service? If software/service is already contracted and in place, what is it? If not, are you open to the Contractor providing this?

Answer 107 – Government provides the registration system. No additional software/service needed.

Question 108 – Basic Services for Virtual Platform Events – Regarding “1,000 online participants” – are these 1,000 unique users at each event, or is this 1,000 unique users across all events?

Answer 108 – Statement refers to UP TO 1000 online participants per event.