Appendix 1- Questions_Answered.pdf

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing items 8 and 15, and returning or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED 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 opening hour and date specified.

E. IMPORTANT: Contractor is not is required to sign this document and return copies to the issuing office.

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NUMBER 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQUISITION NUMBER 5. PROJECT NUMBER (If applicable)

7. ADMINISTERED BY (If other than Item 6) CODE

STANDARD FORM 30 (REV. 11/2016)

Prescribed by GSA FAR (48 CFR) 53.243

FACILITY CODE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended. is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required) copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NUMBER AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER

NUMBER IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation data, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15C. DATE SIGNED

15A. NAME AND TITLE OF SIGNER (Type or print)

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

PAGE OF PAGES

6. ISSUED BY CODE

8. NAME AND ADDRESS OF CONTRACTOR (Number, street, county, State and ZIP Code) (X)

CODE

15B. CONTRACTOR/OFFEROR

(Signature of person authorized to sign)

16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

Previous edition unusable

FA8052

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Eric Oliver- Contracting Officer

The purpose of this amendment is to provide answers to questions posed by interested vendors in response to the solicitation, and add amendment acknowledgment requirements as stated herein:

a. Appendix 1 incorporates the Questions and Answers received in response to the solicitation.

b. Amendments: Vendors must acknowledge all amendments to this solicitation. Vendors shall acknowledge, sign, and submit all solicitation amendments with their quote by the quote submission deadline.

FA8052 773 ESS

CP 210 395 9550 1517 BILLY MITCHELL BLVD BLDG 954

SAN ANTONIO, TX 78236-0119

UNITED STATES

FA805225Q0003

02/04/2025

01/24/2025

FA805225Q0003 Amendment 0001 Appendix 1

Appendix 1

FA805225Q0003

Mental Health Leadership & Readiness Symposium (A/V) Rental

BPA

Questions and Answers

Historical Context

1. Is there an Incumbent in place? If so, kindly provide the contract award number, awardee name, and award amount of the contract.

a. There is no current incumbent.

2. Is there a current contractor providing these services?

a. We do not have a contract in place for these services

Projection and Connectivity

1. The requirement list does not mention any projection screens, do you need a screen in addition to the projector?

a. No, the hotel is allowing the government to use their 3 drop-down projection screens

2. How many users will internet service be required for in each room?

a. Internet service is not required from the A/V vendor. The hotel is providing complimentary WIFI. We do request the A/V vendor supply a WIFI amplifier, though not a contract requirement.

3. Can the government specify the exact internet requirement- is it for live streaming or attendee use?

a. Internet service is not required from the A/V vendor. The hotel is providing WIFI. We do request the A/V vendor supply a WIFI amplifier, though not a contract requirement.

4. Can the government confirm that the hotel AV vendor is not responsible for the internet provision?

a. The WiFi internet is complimentary with reserving the hotel meeting space. The AV vendor is not responsible for providing internet provisions

5. Does the contractor need to furnish “dress kits” for the projector screen/surface or will the hotel provide?

a. Yes, the contractor will need to provide dress kits.

6. How many users will internet service be required for in each room?

a. N/A—there will be approximately 225 attendees, however there is no requirement to furnish internet/WiFi

7. Will the hotel provide Internet connection?

a. Yes, the hotel will provide complimentary WIFI for attendees.

Onsite Technical Support

1. Are technicians required to be on-site for the entirety of the event or just specific times?

a. Entirety of event. 1 technician is sufficient to support through the event. Defer to to the

A/V vendor how many technicians will needed for set-up and strike down.

2. Are backup systems or redundancy required for any equipment?

a. Defer that decision to the A/V vendor regarding how much redundancy they want to be able to reliability provide adequate A/V support. There are no requirements for backup/redundancy.

Media Equipment

1. The requirement list does not mention speakers, will speakers be needed or are you planning on using the venue's house sound system?

a. STATEMENT OF OBJECTIVES (SOO) that was submitted to contracting requested 4 speakers; 4 speakers were used last year. For reference: Legends ballroom (room location of the conference) is approximately 9300 Sq Ft.

2. The requirement list mentions "multiple" handheld mics. Are these to be wireless and can you tell me how many?

a. SOO submitted requested: 1 Podium with 1 microphone, 3 Handheld microphones with 2 stands, and 1 Lapel microphone. (total-4 handheld wireless microphones & 1 lapel microphone)

3. The requirement list mentions extension cords and power strips. Will these just be to power the equipment we provide or will these be for attendee usage? If for attendee usage, could you provide us with a rough estimate as to how many will be needed?

a. Power strips will be used by a portion of the attendees, located at the back row for approximately 20-30 members. Power strips & corresponding extension cords will need to be 20-30 feet long in order to reach from the power outlet to the tables. SOO request was 3 extension cords and 6 power strips.

4. Does the Vendor need to provide laptops or utilize govt laptops for presentation?

a. Vendor will need to provide one laptop for presentation displaying.

5. Will the venue provide any basic equipment (e.g., speakers, Wi-Fi)? Will early access for setup be allowed?

a. WiFi and projection screens are provided by hotel. Yes, early access to the conference room will be granted for setup on Sunday, 2 March 2025.

6. Can the government confirm what kind of podium is required and if any branding will be put on the podium?

a. Podium must be standard height and able to hold microphone. We are requesting branding/logo signage will be able to be placed on the front of the podium.

7. Is there a need for recording or live streaming capabilities for any part of the symposium?

a. No

Room Setup

1. Do you have a room diagram available that shows the planned seating and AV tech table placements? If so, could you send that to me? That is somewhat important in determining the placement of the projector and determining the amount of cabling we will need.

a. Yes, attached.

2. Could you provide a detailed floor plan of the room included the partition section for the 50+?

a. Yes, classroom style seating with a stage up front where podium will be placed.

Event Schedule and Flow

1. Can you please provide the start and end times of the event on March 3, 4, 5, 6 and 7?

a. Generally speaking; start times will be approximately at 7:00am daily, and conclude between 4:30-5:00 pm. Draft agenda attached. Agenda will be confirmed with A/V on 2 March.

2. Do you have a specific time frame in mind for the setup and testing on March 2nd?

a. Specific Time will be deferred to the what the hotel POC confirms closer to the conference. Likely set up and testing will occur sometime on the afternoon-early evening of Sunday 2 March.

3. On which day can we load in, setup and test?

a. Sunday, 2 March

4. Will there be an opportunity to complete a dry run or equipment testing before the event starts?

a. Yes, on 2 March and prior to 7:00 am, 3 March.

Venue

1. Is there a Hotel AV vendor for this property?

a. Yes, Encore is the in-house A/V vendor, however they are not providing any support for this conference; the hotel allows outside A/V contract support.

2. Does the hotel AV vendor require a buy out if an outside vendor is selected? If so, what is this amount and will the government pay this directly?

a. Not to our knowledge. Defer that decision to the hotel and A/V contract.

3. Can the government confirm if the POWER will be provided by the Hotel and billed to Govt directly

a. Power is not a contract requirement of the A/V vendor. Power will be provided by the hotel and part of the conference fees.

4. Who will be the point of contact at the Florida Hotel in conference Center for coordinated to AB set up and requirements?

a. Myle (me-lay) Gray, Director of Catering and Convention Services Direct: 407-816-5078 |Fax: 407-816-5192 Email: mgray@thefloridahotelorlando.com

5. Are there any venue specific regulations or restrictions? We need to be aware of?

a. Not to our knowledge; Please verify with above hotel POC

Misc.

1. Is a certain attire required for my team?

a. No requirement

2. For the four option, Any anticipations for changes in requirements for the future years that I should be made aware of?

a. Yes, there may be changes to requirements in future option years to include: ability to provide virtual option for live streaming/virtual meeting attendees, and provide a virtual option for presenters to present virtually as well.

3. Is there a set budget for this project? If so, what is the range?

a. Cannot disclose this information.

4. Are there any specific insurance or liability requirements?

a. Please engage with hotel POC

5. Can you clarify what constitutes a "responsible" offeror as per FAR 9.104?

To be determined responsible, a prospective contractor must-

a. (a) Have adequate financial resources to perform the contract, or the ability to obtain them (see 9.104-3(a));

b. (b) Be able to comply with the required or proposed delivery or performance schedule, taking into consideration all existing commercial and governmental business commitments;

c. (c) Have a satisfactory performance record (see 9.104-3 (b) and subpart 42.15). A prospective contractor shall not be determined responsible or nonresponsible solely on the basis of a lack of relevant performance history, except as provided in 9.104-2;

d. (d) Have a satisfactory record of integrity and business ethics (for example, see subpart 42.15);

e. (e) Have the necessary organization, experience, accounting and operational controls, and technical skills, or the ability to obtain them (including, as appropriate, such elements as production control procedures, property control systems, quality assurance measures, and safety programs applicable to materials to be produced or services to be performed by the prospective contractor and subcontractors). (See 9.104-3(a).)

f. (f) Have the necessary production, construction, and technical equipment and facilities, or the ability to obtain them (see 9.104-3(a)); and

g. (g) Be otherwise qualified and eligible to receive an award under applicable laws and regulations (see also inverted domestic corporation prohibition at 9.108).

h. Parent topic: 9.104 Standards.