Amendment_0002_Solicitation_HQ001317Q0100,_NATO_BI_Conference_Sep_10-13,_2017.pdf

Solicitation Number HQ0013-17-Q-0100, Amendment 0002, Interpretation Services for NATO BI Conference, Sep 10-13, 2017

Amendment 0002 is issued to post Questions and Answers for Solicitation Number HQ0013-17-Q-0100.

QUESTION 1. Please confirm whether the requirement is for only one tabletop booth per discussion room as under 4.2.9, it appears that you might be adding a second language.

4.2 Task 2: Interpretation Equipment (Deliverables) 4.2.9 By September 1, the COR will arrange discussion groups so that no more than two languages will be in each discussion group.

CLIN 0008 (3) Tabletop Booths (Break Out Rooms), 3 days, from 18:00 hr 11 Sept to 13:00 hr

13 Sept

ANSWER 1. While we would like to have no more than one language (besides English) per break out room, we might need more than one, depending on the final RSVPs and desires of participants to be in a particular break out discussion group. Registration closes Aug 25, and it will take the conference organizer a few days to split up the discussion groups equitably.

QUESTION 2. Does all of the equipment need to be moved to a different room or will you just be using the existing set and moving the chairs and tables around the room to accommodate for the lunch?

4.2 Task 2: Interpretation Equipment (Deliverables) 4.2.6 The contractor will set up the interpretation equipment for 1 discussion group room on 12 September 2017 during the lunch break. This is the same room as the plenary, so this is a reconfiguration. The contractor will return the interpretation equipment to plenary arrangement as described in para 4.2.3 above NLT 0800 on 13 September. The COR will provide for rearranging of the non-interpretation furniture for room format changes.

ANSWER 2. Almost all the equipment can stay in the same room. The Plenary room is large enough that the interpretation booths and other large equipment does not need to move.

Conference staff will be moving seating from theater-style (seats only) for the plenary to conference-style for the break out group (tables with chairs). The interpretation equipment that will need to get rearranged are the wireless headsets and wireless mics.

QUESTION 3. The PWS requires 240 headsets for CLIN 0011, we come up with 186 receivers w/headsets instead of 240. Is the PWS requiring any portable FM equipment for off-site tours or you will be having more attendees than the ones stated in the PWS?

CLIN 0011 (240) FM Headset Receivers, 3 days, from 18:00 hr 10 Sept to 13:00 hr 13 Sept

ANSWER 3. There are no off site tours. The requirement for extra headsets is to minimize the logistical problem of moving headsets from the Plenary to the breakout rooms and back.

QUESTION 4. Please clarify the requirement for 1 Interpreter Coordinator (Arabic) – will this individual be providing any actual interpretation services and are the qualifications for this individual required to be the same as for the interpreters?

ANSWER 4. The requirement allows the coordinator to serve as a interpreter if the workload demands it.

QUESTION 5. What is the method of delivery of the IFB. It is on the webpage or the PWS.

ANSWER 5. The instructions to offerors to submit quotes is under (x) Submission Requirements, the third paragraph as follows:

Quote response date (via email) is 11:00 am (EST) on Tuesday, August 29, 2017. Offerors shall provide a quote using the pricing schedule provided in the Performance Work Statement (PWS) of this combined synopsis/solicitation. Offers shall be submitted quotes via email to Constance House at email address:

constance.v.house.civ@mail.mil. The subject line “HQ0013-17-Q-0100, NATO BI Conference, September 10-13, 2017”. Facsimile submission will not be accepted.

QUESTION 6. Please confirm whether you need an Interpreter Coordinator (Arabic) on Sunday, 10 Sept between 08:30 and 17:30 hrs? If so, please let us know if only Arabic is required. (CLIN 0005)

ANSWER 6. On Sunday, 10 Sept we need the coordinator there to verify the setup is done correctly.

The technicians will hook up the wires, but an interpreter will have to verify if it works the way they need it to work.

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