ConOpps Q and A FPW.pdf

NC-NJ3000-23-01128 Field Procedure Workshop Lodging & Conference space

Questions and Answers

1. Will the Government or the vendor be creating and hosting a website to manage the workshop information sharing and registration? The Government will have its own website to manage the workshop information sharing and registrations.

2. We read on the title page of the SOW that the Period of Performance (POP) is from January 22-26, 2023. We also read on the first page of the RFQ that the POP is the date of award until January 30, 2023. The due dates for each deliverable listed in the SOW are relative to the start of the POP. Will the Government please clarify what the first day of the POP is?

The POP is January 22-26, 2024 which is the date the workshop starts.

However, it is anticipated the contractor will be updating status with the government as the planning for this workshop commences.

3. The last page of the SOW lists current A/V equipment. Will the Government please clarify whether the items on the list will be available for use by the vendor during the workshop?

The A/V equipment listed in the SOW is owned and operated solely by the Government.

4. The SOW states that the hotel must allow outside food. Will the Government please clarify whether this includes food for meal breaks, refreshment breaks, or both? Ideally both, but at a minimum this includes food for meal breaks.

5. Will the Government please clarify the frequency that the vendor shall provide coffee service, such as morning-only, morning and afternoon, or all day?

The Government would like coffee during morning and afternoon sessions, but it is not required all day.

General Proposal Questions

1. When we submit our bid do provide a management fee for the entire project, or list the projected hours worked by each labor category in the Authorized Federal Supply Schedule Price List?

You can submit with a management fee for the entire project

2. Should our proposal include the “out-of-pocket” costs for the hotel (room rate, conference space, meals), and audiovisual charges; or just our fees to manage this meeting?

Your proposal should include the “out-of-pocket” costs for the hotel and audiovisual charges

3. Who will sign the hotel and AV contract(s)?

The Prime Contractor will sign the hotel and AV contracts.

4. Who pays for the hotel and AV bill(s)?

The Prime Contractor will pay for hotel and AV invoices with subcontractors.

5. Based on above, if contractor is required to sign the contract(s) and/or process payment, are we able to invoice for these charges in advance of the meeting (as deposits and prepayment will be due)?

The Government can allow partial invoicing against the contract for work completed.

6. Regarding fees, are we able to invoice at milestone dates and provide the final invoice one week after the workshop is completed?

See above

7. The proposal does not mention on-site staff to the meeting to manage the meeting logistics, should this be included in our proposal (on-site fee, travel costs, staff meals)?

The Government does not need on-site staff to help manage the meeting

8. If no contractor staff is needed on-site, will we have a point person to liaise with if situations arise and need our assistance to triage?

The Government does not need on-site staff to help manage the meeting.

9. Do we need to design/produce any signage for the hotel, or print materials (i.e., handouts, nametags)?

No, the Government will be responsible for print materials Hotel Questions

1. For the 32 rooms held outside of the 48-room contract, I assume this will be a “social block” and rooms will be held for XX days and require attendees to book their rooms within that period before they are released to the public for sale (we will ask for the 17 days as requested). Has this been granted in previous contracts with the hotel(s)?

Yes, this has been granted previously

2. Re the request for the general session room have locked, secure access – the meeting room can be rekeyed, would a security guard also be required?

No, a security guard would not be required.

3. If yes, do the breakouts require a security guard too?

No, security guard is required.

Audio Visual Questions (both general session and/or three breakout rooms)

1. Is the “Current AV Equipment” list what NOAA/NOS/OCS will bring in, and just sound hookups is needed from the hotel AV company? Or do we provide an AV bid on this as well?

The “Current AV Equipment” list is what the Government will provide. The vendor will need to provide the other equipment listed in the SOW in the A/V Specifications sections

2. Regarding the 3 cameras are listed – will operators be provided by NOAA/NOS/OCS or the AV company?

The cameras will be operated by the Government.

3. Will the meeting also be audio recorded?

The meeting will be live video streamed but not audio recorded,

4. If so, will voice-over identification be required? Will an executive summary be provided, or just the transcript?

See above

5. Will there be audience questions/answer (and if so, we’ll include aisle microphones and handheld microphones that our staff will circulate in the audience)?

Yes, there will be audience questions/answer. Government personnel will circulate a handheld microphone in addition to the use of boundary microphones.

6. Is there a virtual component to the meeting?

Yes, the meeting will be live-streamed to virtual participants

7. If so one-way stream with the opportunity to ask questions only, or hybrid so remote participants can be “on-screen” as well?

Remote participants will be able to ask questions through chat functionality in our streaming software

8. Is an audience polling system required?

No.

Attendee Questions

1. We assume we are not responsible for attendee recruitment/communications, correct?

Correct.

2. And all attendees will book their own travel to the meeting?

All attendees will book their own travel to the meeting

3. Will we receive a travel manifest to share with the hotel for arrival/departure times so rooms may be blocked appropriately?

We will be able to share a travel manifest of all attendees in Column A.

Column B attendees will be booking separately.

4. Will we receive a final list of attendees so we can provide the hotel with guaranteed counts for meal(s) and room setup(s)?

The Government will provide a list of names for Column A and a list of names for Column B participants