Questions-Answers_Updated06_12_24.xlsx
XLSX spreadsheet 14 KB Posted
- Solicitation number
- FA8520_JMWWR
About this file
This document consists of questions and answers related to a federal contract opportunity for support services for the Joint Munitions Worldwide Review (JMWWR) annual conference.
The key details are:
- The JMWWR is an annual conference for Foreign Military Sales (FMS) member countries and invited guests, with average attendance of 230 people.
- The contractor will provide facilitation support services for the JMWWR pre-planning meeting (3 days including travel) and the 7-day annual event.
- The contractor responsibilities include securing the host hotel, arranging meeting rooms and AV equipment, managing vendor fees and conference payments, and purchasing replenishment equipment.
- The contract is not new work and was previously performed under the EPASS contract by Credence LLC.
- The evaluation factors are price only, as past performance has been removed.
- The annual conference is planned for late September to early October 2025.
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 | ||
| Questions-Answers_Updated-06_20_24.xlsx | XLSX spreadsheet | |
| 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 | |
| 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 conncect 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. |
Sheet1
File details come from the government source that posted it. Updated .