Vendor Questions Answered_PAN24001790 MCR Stakeholder Meeting Facilitation.pdf

MOUTH OF THE COLUMBIA RIVER STAKEHOLDER MEETING FACILITATION PANNWD24P0000001790

Vendor Questions Answered

1. Meeting Logistics and Technology: Given the hybrid nature of the meetings (both in-person and virtual), could you provide more specifics on the technological requirements and support expected from the contractor? Are there specific platforms or tools that the USACE prefers for these meetings?

USACE uses both WebEx and MS Teams platforms. Past hybrid meetings were successfully held using the Meeting Owl 360 degree video conference system (owllabs.com).

2. Stakeholder Engagement: Could you clarify the expectations regarding the level of engagement with various stakeholders, particularly in terms of frequency and depth of communication?

Outside of the meetings described in the PWS, it is expected that the USACE Navigation Project

Manager and COR will receive most email and phone calls from stakeholders. Most communications occur directly before and after the scheduled meetings.

3. Reporting and Documentation: What specific formats and templates are preferred for meeting agendas, minutes, and progress reports? Are there any specific guidelines or standards for these documents?

No specific format.

4. Performance Metrics: Can you provide more details on the performance metrics and evaluation criteria that will be used to assess the contractor’s effectiveness in meeting facilitation and stakeholder engagement?

Minutes will document the Contractor’s performance and effectiveness facilitating meetings. In particular, technical deficiencies will be closely tracked. E.g., the purpose of this contract is to facilitate coordination with our stakeholders re: dredging the Mouth of the Columbia River

Federal Navigation Channel. Contractor must familiarize themselves with the USACE Navigation

Program, dredging methods, regional issues/concerns, and our work at the MCR in order to be successful at this contract.

5. Change Management: In the event of unforeseen circumstances (such as changes in public health guidelines), what is the process for modifying the scope or format of the meetings? How flexible is the contract in accommodating such changes?

See section 4.c.ii of the PWS, last paragraph.

6. Project Timeline and Milestones: Could you provide more information on the key project milestones, especially concerning the preparation and follow-up of the meetings? What are the critical deadlines that the contractor should be aware of?

Meeting times are contingent on federal and state agency staff availability. The timeframes for deliverables (agendas, meeting minutes, telephone conversation minutes) are clearly stated in the PWS, section 4.

7. Government-Furnished Resources: Are there additional resources or support that the USACE will provide, which were not detailed in the Performance Work Statement?

No.

8. Section 4.b.i of the PWS mentioned the requirement of a Quality Control Plan (QCP) and states and example can be requested. Can this request be made prior to an award?

MOUTH OF THE COLUMBIA RIVER STAKEHOLDER MEETING FACILITATION PANNWD24P0000001790

Vendor Questions Answered

Yes.

9. Section 4.b.i of the PWS lists documents required to support contract administration and accounting requirements. What is the acceptable format for submitting these documents?

Invoices should include unique invoice number, client name and address (USACE Portland District), invoice date, contract/ task order number, project title, period covered by the invoice, list of past billings and invoice numbers, total contract value, total value of each task/ subtask, percent complete – both for the whole contract and each task, amount billed for each task and total billed for the invoice, amount billed to date for the whole contract and for each task, contact person (and number/ email) for questions re: billing.

Monthly status reports should include the Contractor company name (with address and contract POC), contract/ task order number, contract period of performance, project name, date of the report and period covered, names of Contractor staff working on the project during the reporting period, summary of progress to date, summary of progress during the month reporting period, objectives for the next period/month, issues and concern (if any), certification that the work reported as performed was actually performed.