RESPONSES_-_Vendor_Questions_to_SAQMMA15R0311.pdf

Solicitation Number: SAQMMA15R0311

Department of State (DOS): Production and Staging Services – Questions and Responses

Solicitation Number: SAQMMA15R0311 – Questions and Responses Page 1

QUESTION

NUMBER

TECHNICAL

OR COST

RFP SECTION #,

TITLE, & PAGE

VENDOR

QUESTION(S)

VENDOR

RECOMMENDATION

GOVERNMENT’S RESPONSES

1.

Technical

H.7 Permits, Page 24

This section states that the contractor is responsible for all of the costs to obtain necessary passports, visas, licenses, certifications, authorizations, approvals, permits, etc.

In regards to these examples and in particular permits, can you clarify what the various licenses, certifications, permits, etc. that are responsible to the contractor?

For example, various permits might only be needed due to the nature of having the event and typically expensed back since the contractor wouldn’t normally be obtaining these unless it was due to having the event. These applicable permits, and/or licenses, and/or certifications, and/or authorizations, etc. could vary pending on: the nature of the event and where/when the event is taking place.

The offeror should make an effort to identify if any, items that would be required for the event and include the costs in their proposal. Examples of permits could include building permits, parking permits, licenses for the vendor to do business in a particular locality, etc.

Reimbursement of any applicable permits is based on ACTUAL cost(s). No G&A, overhead, profit, etc. shall be included in these costs.

2.

0012 Attachment C-

Past Performance

Questionnaire, Page

Last sentence on page, what is the due date and time?

No later than 23 December 2015; 3:00 p.m. Eastern Standard Time

3.

The Offeror’s proposal shall consist of five (5) separate volumes and must include all information the

Government requests. In addition to three (3) hard copies of Volume’s I, II, III, IV, and V the offeror shall submit 5 CD’s in MS Word format of Volume’s I, II, and

The offeror shall submit FIVE (5) hard copies of their proposal along with

FIVE (5) CDs.

Solicitation Number: SAQMMA15R0311 – Questions and Responses Page 2

III; and 5 separate CD’s in

MS Excel format for

Volume IV and V. Offeror shall format and number its proposal strictly in accordance with the following:

4.

b. Offeror shall provide an original and four hard copies of Volume’s I, II, III, IV, and V; plus five electronic copies (e.g., CD-ROM) of the entire proposal. Each volume shall be marked with the RFP number. A cover letter signed by the company representative may accompany the proposal to set forth any information that the Offeror wishes to bring to the Government’s attention.

Please see response to Question number Three (3)

5.

Cost

B.4 Prices/Costs -page 8&9

On the Labor

Category/Position sheet.

Can the proposer increase or decrease the hours in the Estimated hours column for the current position listed?

These estimated hours are for evaluation purposes only. Offerors

CANNOT change hours.

6.

B.4 Prices/Costs -page 8&9

The proposer is being asked to add any

Offeror can add labor categories and labor rate.

Solicitation Number: SAQMMA15R0311 – Questions and Responses Page 3 additional labor categories necessary for program mgmt and administrative efforts not specifically defined in a task order but necessary to support contract/task performance.

When adding categories, what level of hours should the proposer add into the estimated hours column?

Hours for the additional labor categories are not necessary.

7.

Page 67 Attachment

A

On the proposal Format

Check-List there is a call out for Media Services Rate

Card. On Page 67 it states that there is not need to submit a rate card. Do we need to submit a rate card?

There is no requirement to submit a sample media ratecard.

8.

Page 79 Attachment

B

Page 79 Attachment B - On the proposal Format Check-

List there is a call out for

Media Services Rate Card.

On Page 79 it states that there is not need to submit a rate card. Do we need to submit a rate card?

See response to Question number

Seven (7)

9.

Section M - Factor D

- Page 53

Can a Far report be submitted in place of a questionnaire?

To ensure all offerors provide the same information, Attachment C – Past

Performance Questionnaire shall be used

Solicitation Number: SAQMMA15R0311 – Questions and Responses Page 4

10. Technical Does the Walsh Healy Act applies to any work under this contract.

No

11.

Does the Davis Bacon Act applies to any work under this contract.

No

12.

M.1, Basis for

Award, Page 51

What is the intended total number of awards?

The number of awards will be based on the competitive process

13.

M.1, Basis for

Award, Page 51

Please clarify if the awards are being split between small and large business? How many of each?

See Section M.1

14.

Is there an incumbent? If so, who?

There is no incumbent.

15.

What is the value of the incumbent contract?

16.

General

Who is/are the incumbent(s) for these services?

17.

In the past, was this work performed under an IDIQ or under individual solicitations?

Past production work was performed under individual solicitations.

18.

Please provide contract numbers and award

For Information contact FOIA, FOIA@state.gov

FOIA hotline on 202-261-8484 mailto:FOIA@state.gov

Solicitation Number: SAQMMA15R0311 – Questions and Responses Page 5 information for previously awarded contracts for this work.

19.

Please provide a list of typical summits anticipated under this IDIQ based on

2013-2015 actuals.

African Summit, Oceans Artic, G20, G8, Nuclear Summit

20.

B.2 Type of Contract, How many awards are anticipated under the IDIQ ?

See response to Question 12

21.

C.1.3 Overview, page

How many Summits are anticipated given the new mission from 2015?

The reason for the IDIQ;

summit/conference schedule is unknown

22.

C.2(c) Prototypical

Requirements for an

Event, page 12

How many events per year are anticipated to require registration?

See response to Question 21

23.

C.2(c) Prototypical

Requirements for an

Event, page 12

How many events per year are anticipated to require operational support?

24.

H.1(2) Key

Personnel, page 22

Will any events require or benefit from personnel with security clearances? If so, what level of security clearance is required?

The government does not foresee any requirements for production vendors to need full security clearances (i.e. Top

Secret, Secret, etc.) for these events.

All workers should expect to submit to a simple background check as part of the credentialing process for any event produced under this contract.

Solicitation Number: SAQMMA15R0311 – Questions and Responses Page 6

25.

M.1 Basis for Award, Given that there will be at least two (2) awards to small businesses, will there be individual task orders that are set aside for small business? If so, what percentage or number is anticipated?

Yes, individual task orders with an

Individual Government Cost Estimate

(IGCE) under the amount of $1M will be set aside for competition among small business awardees

26.

Will small businesses awarded under this IDIQ be eligible to compete for all task orders?

Yes, small businesses awarded under this IDIQ are eligible to compete for all task order requests

27.

Can a large business bidding as a prime contractor also be part of a small business team for purposes of this bid?

Recommendation is to allow large businesses to be teaming partners with, or subcontractors to small businesses, even if large business has a prime contract under this IDIQ.

Yes, small businesses are required to complete a subcontracting plan worksheet

28.

For bidding purposes, can a subcontractor provide services or equipment to multiple prime contractors under this IDIQ?

Recommendation is to allow large businesses to be teaming partners with, or subcontractors to small businesses, even if large business has a prime contract under this IDIQ.

Yes

29.

Page 8 B.2

How many qualified contractors will there be?

See response to Question #12

Solicitation Number: SAQMMA15R0311 – Questions and Responses Page 7

30. Cost Page 8-9 B.4 Does the contractor have an expectation of working the number of estimated hours?

Estimated hours are for evaluation purposes

31.

Page 11 C.1.4 -

Typical Description of Services

How much bearing, on an award, do suggestions for life of contract cost-saving elements or factors have?

None, the award is based on factors identified in this solicitation.

32.

Page 12 C.1.5 C) -

General Performance

Guidelines

Does DOS expect inclusion in the proposal of contractor produced examples for 2D and 3D CAD drawings?

Yes. Offerors should provide samples of both 2-D and 3-D renderings and floor plans as part of their proposals.

33.

Page 15 E.2.1 -

Design Quality

Assurance and

Quality Control

Can DOS provide an example of its preferred

QMP form?

No preferred QMP form.

Offerors are required to provide a QMP document that outlines / describes their quality management plan; see Page 15, Section E – Inspection and Acceptance, E.2.1 Design Quality Assurance and

Quantity Control

34.

Page 16 F.1 - Period of Performance

What is the anticipated award date?

Anticipated date of IDIQ award is

March 31, 2016

35.

Page 17 F.3.2 -

Progress Meetings

Will meetings be held in

Washington, DC? Are associated travel costs billable?

Meetings will be held in DC or other locations identified in the individual Task Order requests.

Billable travel in accordance with

FAR 31.205-46 Travel Costs

Solicitation Number: SAQMMA15R0311 – Questions and Responses Page 8

36.

Page 22 H.1 - Key

Personnel

Which labor categories does

DOS deem to be key personnel?

Executive Management and Program

Manager.

37.

Page 24 H.7 - Permits

Are administrative hours worked to secure them and the actual costs for permits billable?

number One (1)

38.

Page 38 L - 652.219-

70 Department of

State Subcontracting

Goals (Apr 2004) -

Does DOS expect to see a program specific plan for goals in the proposal?

If applicable, offerors are to provide a

Small Business Subcontracting Plan

(Oct 2015) - 52.219-9, as referenced in the solicitation.

39.

Page 39 L.1.2.1 c. 2. -

Guidelines for Task

Order Proposals

What does the DOS expect and/or accept as an indirect cost rate mark-up?

Markups are based on contractor’s business practice. The DOS will determine fair and reasonableness.

40.

Page 39 L.1.2.1 c.7 -

Guidelines for Task

Order Proposals

How does the contractor recover costs for shipping

DOS owned material?

To be billed under ODCs

Solicitation Number: SAQMMA15R0311 – Questions and Responses Page 9

41. Technical Page 40 L.1.3 -

Proposal Guidelines

Are an original plus four hard copies and 5 CDs containing the proposal in its entirety required?

number Three (3)

42.

Page 51 M.1 - Basis for Award

How many large business awards are anticipated?

See response to Question 12

Attachment

A

43.

Page 55 Section B -

Period of

Performance

Is the contractor responsible for six language translation services?

The production contractor will not be responsible for translation services.

The Office of Language Services at the

Department of State provides the interpreters and a separate vendor provides the technical support. The production vendor should be prepared to work with the interpretation services vendor to integrate all of the coherent into a seamless system.

44.

Page 56 Section C

CLIN 0001 - Summit

Logo Design

Can DOS provide examples of logos used at past

Summits?

Under both hypothetical task order, the offeror is requested to use their creative and innovative means and provide suggested samples of logos, backdrop designs, branding, etc.

45.

Page 56-58 Section C

CLIN 0003 - Large

Plenary Room -

Is this an existing room?

This is not an existing room. Assume you must construct sound-proof walls inside of a large convention center hall.

46.

of custom summit backdrop designs from previous

Summit Large Plenary

See response to Question #44

Solicitation Number: SAQMMA15R0311 – Questions and Responses Page 10

Rooms?

47.

of "Branding" and associated décor elements from previous Summit Large

Plenary Rooms?

48.

Should the wall-laminated circular meeting table seat

30?

Yes, the main plenary table should seat thirty (30) leaders.

49.

Is a plan view and/or perspective design required for the proposal?

Offerors should include sample renderings and floorplans of the main plenary space.

50.

Page 58 Section C

CLIN 0004 Heads of

Delegation Lunch

51.

Page 58-59 Section C

CLIN 0004 USG

Briefing Rooms

This is an existing room. Assume it is large enough to accommodate all the requested equipment.

52.

Page 59 Section C

CLIN 0005 - Senior

Level USG Bilateral

Room

53.

Can DOS provide an example of previous Summit backdrops, branding and décor elements?

54.

Solicitation Number: SAQMMA15R0311 – Questions and Responses Page 11

CLIN 0006 - Security

Agency Alpha Hold

55.

CLIN 0007 - US

Head of delegation

Hold

56.

Page 59-60 Section C

CLIN 0008 - US

Head of Delegation

Staff Hold

57.

Page 60 Section C

CLIN 0009 -

Secretary of State

58.

CLIN 0010 - USG

Cabinet Level

Official Hold Area

59.

CLIN 0011-0014 -

Delegation Bilateral

Mtg. Room #1, #2, #3, #$

Are these existing rooms?

60.

Pages 60-62 Section

C CLIN 0015-0017 -

Heads of Delegation

Lounge, Foreign

Ministers Lounge and

Delegation Office

These spaces are not in existing rooms.

Assume you must construct sound-proof walls inside of a large convention center hall for the lounges. Assume that the delegation office spaces must be separated by hard walls and have

Solicitation Number: SAQMMA15R0311 – Questions and Responses Page 12

Space doors.

61.

Pages 60-62 Section

C CLIN 0015-0017 -

Heads of Delegation

Lounge, Foreign

Ministers Lounge and

Delegation Office

Space

See response to Question #60

62.

Pages 62-63 Section

C CLIN 0019-0020 -

Interpreters Hold

Room and Delegates

Lounge

63.

Page 63-67 Section C

CLIN 0022-0030 -

Prayer Rooms, Foreign Detail

Leaders Hold, Liaison Officer Hold, Summit Logistics and

USG Policy

Workspace, Press

Filing Center, Press

Briefing Rooms #1 &

#2, WH Press Pool

Hold, USG Public

Affairs Office and

Small Press Interview rooms

Except for the Press Filing Center, assume all of these spaces are in existing rooms large enough to accommodate all the requested equipment. For the Press Filing

Center, assume you must create this space inside of a large convention center hall.

64.

Page 67-69 Section C

Is the offeror expected to act

Yes, the offeror should include Host

Solicitation Number: SAQMMA15R0311 – Questions and Responses Page 13

CLIN 0033 - Host

TV

as the Host TV vendor? TV services in their proposal.

65.

Page 70-71 Section D

- Additional Terms of reference (TOR)

Is the offeror expected to act as the Summit TV vendor?

Yes, the offeror should include Summit

TV services in their proposal.

66.

Attachment A -

General Question

What, if any, CAD designs are required for this part of the proposal?

See response to Question #32

67.

Attachment A -

General Question

What is the allowable, mark-up for sub-contractor and

ODC costs?

See response to Question #39

Attachment B

68.

Pages 73-74 Section

C CLIN 0003 - Large

Meeting Room

69.

Is the offeror expected to build a circular table for 30?

Yes, the offeror should provide a circular table for thirty (30) leaders to fit the parameters listed in the RFP.

70.

Are custom summit backdrops, branding and décor elements similar to those used at large events

(Section A)?

Each summit/conference requirement varies and is specific to each event.

71.

Page 75 Section C

CLIN 0004 - Head of

Delegation Lunch

72.

Solicitation Number: SAQMMA15R0311 – Questions and Responses Page 14

CLIN 0005 - Senior

Level USG Bilateral

Room -

73.

CLIN 0006 -

Secretary of State

74.

Page 76 Section C

CLIN 0007 -

Delegation Bilateral

Meeting Room #1

75.

Page 77 Section C

CLIN 0012 - Prayer

Rooms

76.

Page 77 Section C

CLIN 0013 - Summit

Logistics and USG

Policy Workspace

77.

Page 77-78 Section C

CLIN 0014 - Media

Center you must create this space inside of a large convention center hall.

78.

Page 79 Section C

CLIN 0020 - Power

What is the power requirement and does the offeror provide same?

The offeror should provide redundant power for the entire site based on the other requirements outlined, including lighting, IT, workspace power, etc.

Assume that all power must be supplied by generators. This quote should include generator fuel and runtime, feeder cable, distros and any

Solicitation Number: SAQMMA15R0311 – Questions and Responses Page 15 other power distribution equipment required.

79.

Attachment B

General Questions

What if any CAD drawings are required for this part of the proposal.

See response to Question #32

80.

Solicitation: General

Question

Is there a schedule for future Summits?

81.

Solicitation: General

Question

Can DOS please detail their policies regarding allowable mark-ups and burdens?

See response to Question #39

82.

Section B.4 Price

Costs

If Labor categories/position are not submitted with these IDIQ proposals, can they be added in future task order proposals under this IDIQ

Contract?

Yes, additional labor categories can be added as needed to support event requirements as needed. This RFP is not intended to include every possible event scenario that could be supported under this contract.