WECAFC_Questions_and_Answers_March_8.pdf

Questions and Answers – WECAFC 2019 Meeting Florida

1) Is there an incumbent? A) if there is an incumbent, can they bid on this opportunity? B) if there is an incumbent please provide the firm name and the value of their current level of similar assistance?

There is no incumbent.

2) The required Pricing Proposal Excel Spreadsheet does not appear to have a line item for Contractor Labor, please advise where such a price is to be provided?

Put your "contractor labor" in line item #6 Meeting/Events Management Support in the price proposal spreadsheet. Please note that Interpreters are under a different line item.

3) The required Pricing Proposal Excel Spreadsheet does not appear to have a line item for:

per diem and lodging reimbursement for the 80 participants, please advise? A) Please define the term “registration” as it appears on the Pricing Proposal Excel Spreadsheet? B) Please define the term “Travel” as it appears on Pricing Proposal Excel Spreadsheet – is this for Contractor Travel only, or C) participant travel only? Or D) both Contractor and participant travel?

Travel/lodging/meal costs of attendees will not be covered by the contractor. Travel on the pricing template is for contractor travel only.

Contractor will set up and operate an online registration system in advance (active at least 60 days prior) and maintain an on-site registration table for the afternoon before and the morning of the first day of the meeting. WECAFC will publish meeting announcements in 3 languages, so the registration system should accommodate respondents in French, Spanish or English.

4) The Scope of Work states the per diem and lodging costs will be reimbursed according to Federal government rates, correct? Or A) lodging will be a direct Contractor expense under a Master Contact with the selected hotel? B) How many participants will require such reimbursement?

Only contractor staff will be reimbursed for travel expenses as necessary to support the meeting. The contractor shall negotiate with the hotel for a block of rooms to be made available for conference attendees. Contractor should negotiate lodging rates at or below Federal per diem. Contractor lodging expenses should be noted under line item 7 of the Excel spreadsheet. Federal Travel Regulations apply to contractor travel costs.

5) There was no SF-30 attached to the Solicitation announcement, correct? A) If required, please provide such?

Not required at this time.

6) Will each day’s session require a mid-morning and mid-afternoon break? A) if yes, will refreshments (such as coffee/tea/soda-light snacks) be provide at the project expense? B) Will there be a requirement for a working lunch to be arranged and paid for by the project?

The Government will not be paying for snack and drink service for morning/afternoon breaks. No meals will be paid for by the project. Reduced price set menus are desirable so that attendees can eat on-site at individual expense.

7) How definite is the number 80 participants? A) Is it anticipated that the noted number of participants could vary by as much of 5 or greater?

80 attendees estimate based on a prior meeting. more than 5% increase not anticipated

8) The Scope of Work/RFQ Statements notes a requirement for printing close to 600 copies pages of resource material in Black/White (B/W), correct? A) Will the resource material be placed within binders? B) Folders? C) if either (A or B) who pages per binder/folder? D) Is there a requirement for a graphic cover? E) if yes, will NOAA provide such? F) would such cover graphic be printed in color or B/W?

Copies of resource materials in black and white will likely need to be put in binders. These binders should have a cover page with the appropriate meeting sponsors’ logos in color; the name, date, and location of the meeting can be in black ink. It is anticipated that the contractor will be able to purchase binders and be able to organize the binders using guidance from NOAA

9) Will the table tents and name badges have both the NOAA logo and WECAFC logo on each? A) will the logos be printed in color or B/W? (From previous contract experience we could use Department or other Administrative unit logo on official correspondence, only, not on graphics/name badges/table tents. Apparently, this is not a Federal government regulation, correct?)

The table tents and name badges should have both the WECAFC and NOAA logo, but these can be printed in black and white.

10) Will NOAA/WECAFC provide computers for their own use within the required on-site work room? Or A) will the contract arrange for such equipment? B) what specific software would be required for such? C) Please define “other equipment” as it is used in the Scope of Work statement (point 2 meeting room requirements [pages 1 and 2)?

Although NOAA and WECAFC will have computers for their own use, additional computers will be needed at the hotel, as outlined in the Statement of Work. The computers should include Microsoft software needed for meeting documents (Word, Excel, PowerPoint). Other equipment includes printer(s) that can be connected to the computers for use in printing materials needed at the meeting.

11) Will a Save the Date announcement be prepared and released to all participants? A) If yes, when would such action take place? B) who would be responsible for such action? C) would any read-ahead resource material be provided to the 80 participants prior to the conference? D) such read-ahead material would be distributed via email, correct?

Yes. A “Save the Date” announcement will be prepared and released at the earliest opportunity. The WECAFC Secretariat will take responsibility for this action. Read-ahead materials will likely be provided via email by the WECAFC Secretariat.

12) We would assume that at a specific time, the contractor would have direct interface/communication with each of the 80 participants, correct?

The contractor will have direct communication with each of the meeting participants at the time of registration (both online and in person at the meeting location).

13) The discussion on the seating arrangement is not clear. Specifically, the requirement for a microphone system for 50 speakers and participants…” A) are you requesting 50 table stand microphones, B) several strategically located/placed microphone table stands? C) Please provide your diagram of your proposed/required seating arrangement? D) Will there be a requirement of floor stand microphone for use of those participants not seated around the “main” table?

The room should be set up as a "U" or rectangle with an open center. The Secretariat and presenters shall be at the front of the room and the delegates along the sides and at the back if a rectangle. Gallery seating should be provided on either side for support staff of delegates seated at the table. Microphones at the table should serve no more than three person each.

14) Is there a need for a table on the podium for the 5 official/presenters? A) will there be a requirement for microphones for each or say two strategically placed table stand microphones?

B) is there a requirement for any graphics/banner to be place behind the official/speakers on the podium? Or would a floral arrangement be appropriate?

There will need to be a head table for the officials presiding over the meeting. Each official will need to have access to a microphone. A banner behind the officials presiding over the meeting would be appropriate. Floral arrangements are not requested.

15) It has been our experience in providing required services similar contracts that our pricing has been as follows: Labor as a fixed cost, Other Direct Costs such as: travel/perdiem/Audio- Visual equipment rental, and travel would be reimbursed based upon presentation of applicable invoices (plus a handling charge) and that Interpreters as required would also be invoiced as a direct reimbursable plus a handling charge. And that a presentation of such costs would be entered on the Excel Spreadsheet provided within the Solicitation. A) do you require an outline specific line item breakdown of our “ESTIMATED OTHER DIRECT COSTS?” (We acknowledge that our labor cost would be a fixed fee cost.)

Yes, please provide an outline as part of the cost proposal.

16) The contractor is to provide NOAA/WECAFC with a list at least three meeting facilities (hotels preferably) and a ranking recommendation based upon concurrence between the Contractor and NOAA/WECAFC staff, correct? A) As deemed necessary, a site visit with Contract staff (1) and perhaps NOAA/WECAFC staff would take place to make the final meeting/hotel venue selection, correct?

Yes.

17) Is there a certain number of support service interpreters translation: such as 3 French and 3 Spanish? Or different?

The typical arrangement is to have one Spanish and one French interpreter active whenever the meeting is in session. The meeting may switch from English to Spanish to French at any time depending on the speaker who has the floor. (Note that some speakers are multi-lingual and may even switch languages during the course of their interventions.) Simultaneous interpretation of the speaker into the other two languages is required at all times during the meeting. To allow interpreters rest periods, more than one interpreter must be available to take over as needed. 3 Spanish and 3 French interpreters should be available each day of the meeting. Note that there may be more Spanish speakers than French speakers. Perhaps the registration system can collect info on language needs so that the contractor can apportion interpreters accordingly.

Participants will be coming from the wider Caribbean region and Latin America as well.

18) Will all 80 participants receive a daily per diem according to GSA rates or is the requirement only for 80 sleeping rooms at the GSA lodging rate?

Costs of attendees will not be included in the contract. However, a negotiated contract at or below Federal per diem is preferred as part of the meeting contract with the hotel. Any complimentary services for breaks and/or reduced price meals would reduce costs for attendees and can be requested of the hotel.

19) The RFQ states that “The meeting shall be held from 8:30am to 5:00pm daily.” There is no mention of coffee/tea, water, lunch or other catering service to be provided to meeting participants. Does the government expect the contractor to provide such service to meeting participants? If so, will it be only light refreshments or will it include lunch as well?

Breaks, snacks, or meals will not be funded by the Government.

20) The pricing proposal document does not have a dedicated line for the contractor’s labor cost.

Would the government like the contractor to divide total labor cost among the other five categories, or would they prefer the contractor to state total labor cost on a separate line?

See revised Excel file with item breakout. Meeting/Event Management support is where you should put total labor costs.

21) Is it the intent of the client to provide participants with daily per diem allowance and lodging costs at the Federal government rate? Participants will pay their own lodging. Rates should be at the Federal government rate.

A) the project pay lodging costs for the 80 participants under a Master Contract? NO

B) just guarantee that the selected hotel will provide the 80 participants lodging at the Federal government rate, but the participants pay for lodging on their own? YES, participants will pay for their own lodging expense.

C) have no project funded (provision) of breaks "snacks?" Breaks and snacks are not funded.