Questions-Answers_Updated-06_20_24.xlsx
XLSX spreadsheet 16 KB Posted
- Solicitation number
- FA8520_JMWWR
About this file
This document contains questions and answers related to a federal contract opportunity for support services for the Joint Munitions Worldwide Review (JMWWR) annual conference. The JMWWR is an unclassified event held for Foreign Military Sales partners and invited guests, typically attended by 230-250 people.
The key details are:
- The contractor will provide support services for the JMWWR pre-planning meeting (3.5 days including travel) and the actual 7-day conference event.
- The contractor will be responsible for various event costs such as meeting room rental, A/V, drayage, and replenishment of equipment, but will collect and apply vendor/attendee fees to offset these expenses.
- The contractor will not be responsible for government personnel travel or handling event registrations.
- The evaluation will be based on price only, with no technical proposal required.
- This is not new work, as it was previously performed under a different contract.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| FA8520-24-R-0005 0006.pdf | ||
| FA8520-24-R-0005-0005.pdf | ||
| SOW JMWWR IUR 2025 Updated 06 Aug 24.pdf | ||
| FA852024R00050-04-062024.pdf | ||
| FA852024R00050-03-061724.pdf | ||
| SOW JMWWR IUR 2025 Updated 14 Jun 24.pdf | ||
| FA852024R00050-02-061224.pdf | ||
| JMWWR Equip_Supplies Inventory - Worksheet.docx | DOCX document | |
| Questions-Answers_Updated06_12_24.xlsx | XLSX spreadsheet | |
| Copy of Questions_updated10Jun_ 2024.xlsx | XLSX spreadsheet | |
| (FOUO) 2023 Combined JMWWR Agenda.pdf | ||
| Copy of Questions_updated5June 2024.xlsx | XLSX spreadsheet | |
| Copy of Questions 3 June 2024.xlsx | XLSX spreadsheet | |
| Questions_Answers.docx | DOCX document | |
| FA852024R00050-01 053124.pdf | ||
| Questions_answers.docx | DOCX document | |
| FA852024R00050-01 053124.pdf | ||
| FA852024R0005 052324.pdf | ||
| SOW JMWWR IUR 2025 Updated 09 May 24.pdf | ||
| FA852024R0005 052324.pdf |
Show all 20
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Text version
Sheet1 (2)
| 1 | Will the pre-planning meeting be 3.5 days or 1-2 days? Is the travel requirement 3.5 days or 1-2 days? | 3.5 days including travel. |
| 2 | The pre-planning meeting mentions a travel requirement. Is it the government’s expectation that the contractor cover the cost of travel for the pre-planning meeting? If so, how many people will be traveling? In addition, is the contractor expected to cover the costs for meals, transportation, etc for pre-planning meeting attendees who are traveling? | The contractor should be prepared to cover their own travel |
| 3 | Will the annual conference be 7 days or is the travel requirement 7 days? | The annual conference is 7 days including travel. |
| 4 | Will the annual conference be 7 days or is the travel requirement 7 days? | The annual conference is 7 days including travel. |
| 5 | The annual conference mentions a travel requirement. Is it the government’s expectation that the contractor cover the cost of travel for the pre-planning meeting? If so, how many people will be traveling? In addition, is the contractor expected to cover the costs for meals, transportation, etc for annual conference attendees who are traveling? | Contractor is not responsible for government personnel travel expenses. |
| 6 | Is the contractor expected to manage registrations for the annual conference and pre-planning meetings | No, this will be handled by the government. |
| 7 | Is FFP the correct contract type for this effort? Without specific dates/locations for these conferences, there is no way to accurately price this effort. | Cost reimbursment is not concidered for this requirment.Room nights are charged to the attendees, meeting and exhbit base is compt by hotel. Food and bevrage cost is off-set by exhibit fees. |
| 8 | Would the Government consider two CLINs for this effort? One for FFP Conference Support LABOR and another, Cost Reimburseable, CLIN for all conference costs/supplies/travel/materials/equipment etc? | See response above. |
| 9 | What type of food service is required each day of the conference? Need more details for this requirement. (How many/type throughout each day? Snacks? Etc.) | Guarantee 35K+ type of service estblished with hotel during planning. Vendor is not responsible for this cost |
| 10 | How many conference rooms are needed and how many people should each accommodate? | Ball Room Space to seat 230 for first two days. Exhibit space for 30 10x10 booths and 7 breakout rooms to seat 15. |
| 11 | What are the typical vendor fees and how many vendors attend? | $1500 per both and Appox 20 vendors |
| 12 | Is a seperate conference room required for vendors? If so, how large? Are they setting up promotional booths? | answered above |
| 13 | What are the typical conference fees for attendees and how many people pay these fees? | None |
| 14 | Reference drayage services and hotel shipping/receiving: Please provide details on what is being shipped/weight/dimensions or an estimated/historical cost for these services. | Vendor utilize drayage services |
| 15 | Reference the pre-planning meetings: Where are these meetings held? How many attendees? | At the hotel, meeting space is provided by the hosting hotel. 10 to 20 attendees at various times. |
| 16 | Please provide a list of audio visual and other technology required. | Pipe and drape stage and podium and a sound patch to house sound system. |
| 17 | Is a podium/stage required? | Yes see above |
| 18 | Are there wifi requirements? | None |
| 19 | Is there a requirement to record or broadcast the meetings? | None |
| 20 | Can you please provide an agenda for a past meeting? | Will be issued ones contract is awarded. Agenda for 2023 is provided. See attachments |
| 21 | What is meant by "purchase replenishment items"? Will the Government retain possession of these items at the end of the contract? Will these items be procured under a separate CLIN? Can the Governement provide a current inventory detailing the equipment type, brand, age, etc?) | The replacemnt of audio visual items such as amps projectors monitors, mics/cables should replacement be required/inventorycan be provided |
| 22 | Are any handouts/conference material required in this effort? | None |
| 23 | What quality of hotel is ususally utilized? (3-star, 5-star?) | 4 star |
| 24 | Other than a reference to FAR 52.212-1, there are no proposal submission requirements. Is anything more than what is listed in the FAR clause required? | Detailed proposal and Basis of estimate. |
| 25 | There are no Evaluation Factors listed in the RFP. Is this a Lowest-Price evaluation? Is Past Performance required? | Added to RFP. Price and past performance. |
| 26 | Is this scope of work “new work” or is there an incumbent contracting company performing these services? | This is not new work , this was previously done under the EPASS contract GS00Q14OADS315 FA872120F0001. the company is Credence LLC. |
| 27 | Will all 230-250 people be in the one room during the full conference? | on day one everyone is in the same ballroom. On day two the main ball room is divided, and the conference is broken into sessions happening simultaneously TMTCG on one side and PGMTCG on the other and the attendees choose which one to attend. |
| 28 | When will the event be held? | Between last week of September and 1st week of October 2025 |
| 29 | Is there a past or current agenda available for the pre-visit planning meeting? | No agenda is required it will be a brief meeting (few hours). It will include meet and greet, responsibilities discussions, checking the venue, meeting rooms, meet with the hotel personnel and understand the set up for the event. |
| 30 | Pre-planning meeting: For 10-20 attendees, will just a main room (conference board room) for attendees to convene for 3.5 days be needed or will breakout rooms be required as well? | Attendees are expected to be no more then 10 people |
| 31 | Pre-planning meeting: Will drayage services be required for the pre-planning meeting. The previous government response was specific to the annual meeting | Drayage will be be part of the contractors responsibility |
| 32 | Pre-planning meeting: Will a stage, podium, and AV needs be required? The previous government response was specific to the annual meeting. | Meeting will be held in a regualr board room. Stage, podium and AV will not be required |
| 33 | Pre-planning meeting: Will the contractor be expected to cover costs for food and beverage service? The previous government response was specific to the annual meeting. | Refreshment will be provided, courtesy of the venue |
| 34 | Is the contractor responsible for booking and paying the venue? | No, this will be handled by the government. The contractor is not responsible for this cost |
| 35 | What are the evaluating Factors? | In fairness to all parties, PAST PERFOMANCE factor has been removed. The only evaluation factor will be price. |
| 36 | Question 21 states that an inventory list can be provided, but it is not posted on SAM. | Inventory will be uploaded. |
| 37 | Is the contractor expected to manage registrations for the annual conference and pre-planning meetings. | No, this is handled by the government. |
| 38 | The annual conference mentions a travel requirement. Is it the government’s expectation that the contractor cover the cost of travel for the pre-planning meeting? If so, how many people will be traveling? In addition, is the contractor expected to cover the costs for meals, transportation, etc for annual conference attendees who are traveling? | Contractor is not responsible for government personnel travel expenses |
| 39 | The pre-planning meeting mentions a travel requirement. Is it the government’s expectation that the contractor cover the cost of travel for the pre-planning meeting? If so, how many people will be traveling? In addition, is the contractor expected to cover the costs for meals, transportation, etc for pre-planning meeting attendees who are traveling? | The contractor should be prepared to cover their own travel. Nshould be covered in the proposal |
| 40 | Will the pre-planning meeting be 3.5 days or 1-2 days? Is the travel requirement 3.5 days or 1-2 days? | 3.5 days including travel. |
| 41 | Can I connect with Caribe Royal to ask questions? | The venue is not authorized to discuss any details of the events with vendors. Please direct all questions to Contracting officer. |
| 42 | Is this solicitation for the 2024 event or the 2025 event. | This solicitation is for the 2025 Event!! |
| 43 | Who will provide a replacement to any item on the list that breaks? | The contractor will be responsible for replacing any item that is not working and replenishment items. Please see posted inventory. |
| 44 | Pre-planning meeting: The government indicated that the pre-planning meeting was 3.5 days including travel, then recently said it was a few hours. How long is the actual meeting? One half day? One full day? Or longer? | Typically, half a day but with the new contractor there, may take a few more hours. |
| 45 | Pre-planning meeting: What tasks is the contractor expected to execute at the pre-planning meeting? | to assist the contractor in planning process and ask questions, observe, and learn. |
| 46 | Will drayage services be required at the pre-planning meeting? | No, only the actual event. |
| 47 | If the government is requesting a detailed proposal, why is the technical proposal not part of the evaluation criteria? | Due to the nature of the requirement, Price will only be the only evaluating factor. |
| 48 | If the contractor is not required to secure/pay for the venue, not required to handle registration, what tasks are expected of the contractor during the conference outside of drayage, vendor fees? | The contractor will be a funding vehicle for this effort for the items listed but also including the A/V and replenishment items, The TCGs do the bulk of the actual work. The both rentals will provide for. |
| 49 | Is the vendor fee of $1500 the only charges the contractor is expected to accept by credit card? | No, there will be a few contractors who do not exhibit that will have to pay $150 to attend. |
| 50 | Is the contractor expected to process the vendor fee of $1500 prior to the conference or on location? | Begin processing 30 days prior. |
| 51 | The government previously responded that the contractor will be responsible for pipe and drape stage and AV but recently indicated that the contractor is not responsible for booking and paying for the venue. Is the contractor still responsible for AV costs? | All costs associated with putting on this event will go through the contractor. |
| 52 | Can the government post a list of the costs it wants the contractor to cover? | The contractor will collect/accept credit card payment(s) for vendor fees and /or conference fees, as well as US government food and beverage fees (if required) and apply these fees from the final hotel bill. All costs should fall into one of the categories provided above. The contractor will be responsible for paying for venue costs, that remain after collected fees are offset. |
| 53 | In response to the question 21 about replenishment items, the government provided an inventory list. Is this list highlighting the items that the contractor is expected to replenish or the number of boxes the government needs shipped? | The lists represent the material that is currently on hand and those things that if they break or run out, will need to be replaced. |
| 54 | Will these items need to be purchased by contractor and included in bid, or does the CO have all these item and contractor will need to organize logistics for the event? | The items contained on the inventory list are on hand and the only items that will need to be purchased are replacement items, should something become non-operational. |
| 55 | Will the inventory items stay with the CO after the event or be the property of the contractor? | Items purchased will become property of the government and will remain with the TMTCG after the event |
| 56 | The hotel can sometimes provide some of these items, if the hotel has them available, are we allowed to utilize? | The inventory items will become government property and will remain with the TMTCG after the event. |
| 57 | Will contractor be responsible for all vendors (registration, onboarding & placement) | No |
| 58 | Will the contractor or the government handle vendor payments? | The contractor will handle vendor payments. The credit card information will be sent to the government through encrypted emails and then forwarded to the contractor for collection approximately 30 days before the event |
| 59 | Is the contractor allowed to arrange a room block with the selected hotel for attendees to book, or is that the government's task to handle? | The Government typically handles this task |
| 60 | Will the contracor be reimbursed for anything? | Yes. The USAF will collect exhibitor and registration fees that will offset the expenses. The USAF will reimburse the contractor for the balance through the cost reimburment CLIN. |
Sheet1
File details come from the government source that posted it. Updated .