Q_and_A_from_Logistics_and_Event_Planning_Industry_Day.pdf

Question and Answer document

June 3, 2016 Logistics and Event Planning Industry Day

1. Given the complexity of the event requirements will HUD have the ability to provide current event requirements so we may be able to properly price this opportunity. For example: Ginnie

Mae, SOO attendees, 30 to 100 blocks, AV, signage, F&B required. HUD Response: If historical data is available at the time of the solicitation, it will be included. HUD may, as part of the initial award evaluation process, include a sample task order.

2. Is HUD’s current plan/thinking to issue individual task orders for each event or similar requirement or will they consider combining requirements for an agency to create economies of scale. Responding to a large volume of task orders can create a burden for small business. HUD

Response: The requirement will be as specified in the individual order solicitation.

3. Small business benefit from predictability in revenue, so having larger volume opportunities is better than small one-off events. Agencies benefit from consistency of support because of knowledge and background they may gain. Starting from scratch from each event creates inefficiency. HUD Response: HUD will take this statement into consideration but the intent is to compete the orders to the maximum extent possible.

4. Once the final PWS is out, will you make multiple awards to contractors or one award? HUD

Response: The acquisition strategy is not determined at this time.

5. Do you know yet if contracts will be awarded as Best Value or LPTA? HUD Response: This will be specified in the solicitation.

6. Will task orders be issued as FFP or cost plus or time & material? HUD response: This will be specified per order solicitation.

7. Regarding eval criteria, which is more important to HUD…past performance, tech approach, pricing? HUD Response: The solicitation will contain the specific evaluation criteria.

8. How many awardees does HUD anticipate? HUD response: HUD does not have a predetermined number of awardees at this time. HUD’s intent is to leverage economies of scale and benefit from competition.

9. Will the team be providing a historical matrix showing the number and type of conferences held in a year? For example, how many were for 400 ppl, 3days, state of Texas. This will help the teams evaluate the requirements. HUD Response: HUD will consider including this data in the solicitation if it is available.

10. What is current split of contracts between SB, 8(a), Hubzone, SDVOSB, WOSB? Why not ask each team to add one of each type set-aside? Keep large business out – no need! HUD Response:

Maximizing opportunities for small business is important to HUD, given its historically high small business achievement record. As such, HUD will build any future solicitation with that in mind. As HUD is currently in the market research phase, the acquisition strategy and set-aside has not been determined at this current time.

11. When & where can we find the presentation slides? HUD Response: The presentation slides were posted to Federal Business Opportunities and can be downloaded from that site.

12. If set-aside as SB-will you further set-aside to 8(a) or other? Will you use a GSA Schedule – don’t!

or will restrict SB bidders. HUD Response: HUD is still in the market research phase of the acquisition cycle and has not determined an acquisition strategy yet. Part of the Industry day was to collect and gather the market data to further understand the appropriate strategy of

HUD’s requirement.

13. Open to mobile apps and training technologies to reduce costs especially for annual multiple events? HUD Response: HUD will take this into consideration but cannot guarantee it will be included in the final PWS.

14. Please list the prime contractors the existing 9 contracts? Do these include 8(a) sole source awards? HUD Response: Currently, there is no one vendor providing all services stated within the draft PWS. The nine vendors mentioned during Industry Day currently provide differing portions stated within the draft PWS. There are several different contracting vehicles used to procure these services, such as contracts/agreements with public and private entities.

15. Would you consider setting aside a portion of contracts for tribal communities to Native

American, women owned 8(a) companies? HUD Response: HUD is collecting market information currently to determine which acquisition strategy is appropriate for HUD’s requirement.

16. What are you going to do for needs prior to release of RFP? HUD Response: Each office is responsible for their own conferencing needs currently and will continue to do so until such time if and when the award is made for this acquisition.

17. A value of approximately $9.4M was provided. Does HUD have historical data on number of events. And can HUD provide a breakdown of the value represented by Labor, Other Direct Costs, or Travel? HUD Response: Historical estimates may be included in the solicitation. HUD does not intend to provide a breakdown of direct and indirect cost.

18. Nine contracts were referenced that currently support events. What are the contracts and when do the contracts expire? HUD Response: Currently, there is no one vendor providing all services stated within the draft PWS. The nine vendors mentioned during Industry Day currently provide differing portions stated within the draft PWS. There are several different contracting vehicles used to procure these services, such as contracts/agreements with public and private entities.

19. Is this procurement currently an 8(a) set-aside? HUD Response: Currently, there is no one vendor providing all services stated within the draft PWS. The nine vendors mentioned during Industry Day currently provide differing portions stated within the draft PWS. There are several different contracting vehicles used to procure these services, such as contracts/agreements with public and private entities.

20. If not an 8(a) set-aside, will it be considered for this type of acquisition? HUD Response:

The acquisition strategy has not been determined.

21. Please confirm this is not a new requirement? HUD Response: This is a strategic sourcing effort for Logistics and event planning. Currently HUD does not have a vendor providing the services outlined in the PWS.

22. Who is the current incumbent(s)? HUD Response: Currently, there is no one vendor providing all services stated within the draft PWS. The nine vendors mentioned during Industry Day currently provide differing portions stated within the draft PWS. There are several different contracting vehicles used to procure these services, such as contracts/agreements with public and private entities.

23. Will a Technical and Cost Proposal be required when responding to call orders? (as opposed to just a Task Order budget quote). HUD Response: The acquisition strategy has not been determined, however, the evaluation criteria will be included in the solicitation.

24. How much time is allowed to respond to call orders when released? HUD Response:

This has not been determined and will be part of the solicitation.

25. What will be the primary evaluation factors for proposals to call orders? (e.g. LPTA).

HUD Response: Evaluation factors will be addressed in the solicitation.

26. What location have the majority of call orders taken place? (we did see the 10 regional locations listed, but just confirming how often meetings were held in the CONUS). HUD response: Historical estimates may be included in the solicitation if this data is available.

27. Meetings often require considerable upfront costs. Please advise if contractors will be able to invoice as costs are incurred? HUD Response: This will be included in the solicitation.

28. Will the call orders be Firm Fixed Price? HUD Response: This will be included in the solicitation and determined on an order/call level.