FY25 American Indian Meeting RFIs_Answers.docx

1. Will the government provide the funds for CLIN 0001 in advance, or are we expected to front the money and be reimbursed later?

a. Payment will be rendered upon successful completion of the contract and acceptance of deliverables.

2. Is CLIN 0002 strictly for service fees, or does it also include any handling/administrative costs?

a. We do not manage the contract as we are not CORs, but based on what I’m seeing of the attached contract documentation from last year, it looks like there were two separate fees. One for the tribal costs and one for onsite payment.

3. What hotel has been arranged for the tribal participants?

a. The hotel is not being paid for via this contract (it is paid for via 75 ABW GPC and we have been in communication with them on hotel names).

4. To clarify, the solicitation requires that the contractor be present at the meeting to handout checks that are already made out to the specific attendees?

a. This task requires the authority to write checks to Tribal participants based on UTNG and AF cost determinations. The amount for each participant is pre-determined by UTNG & AF personnel.

b. The checks are filled out on site as meeting attendees plans change, often last minute. We should have a near to final list day of, but do not have anything pre-prepared to account for these changes. Amounts are determined by AF staff based on standard government travel rates.

5. Does the contractor stay for the length of the meeting each day? What are the hours of the meeting?

a. 17 April 2025 from 0900 MST – 1500 MST is the only time the contractor is needed on-site. There may be some minimal earlier coordination prior to this date as final attendee numbers are honed. This is to help better prepare the contractor for the performance date. This would likely consist of minimal emails with updated numbers and figures.

6. Does the contractor provide their own table and tent if needed? Or will the space for distribution be indoor?

a. A table will be provided. It will be indoors.

7. Will the contractor be responsible for certifying or documenting the attendee's 2nd day of participation or will we be paying 100% of the funds on Day 1 regardless?

a. Funds will all be payed on Day 1. No certification needed for Day 2.

8. The solicitation references honorariums - is this in addition to the travel per diem and mileage reimbursement? I saw the attachment with the line-item budget for travel, but no reference to the dollar amount of honorariums contemplated or required.

a. Honorarium is in addition for speakers/demonstrators from the co-host tribe. We are finalizing who those will be currently, but cost will not exceed $2000.

9. The solicitation approves either check or cash payments. I am worried that participants would not be able to cash their checks while onsite, and carrying a large sum of cash creates security risks - would pre-loaded debit cards be an acceptable alternative?

a. We identify a local business/bank that is willing to work with the attendees to cash checks. The concern with the pre-loaded debit cards is that the attendees often change plans last minute, so our final attendees/amounts are often not known until the actual day making it difficult to prepare these ahead of time.

10. Will DoD accept other relevant NAICS codes (e.g., 541611, 561920)?

a. Yes

11. For budgeting purposes, please provide the honoraria amount and quantity for relevant participants.

a. As noted, we are finalizing this number now (hopefully today – Monday 7th April). We will updated as soon as we are able. The amount will not exceed $2000.