SF 30 -Amendment.pdf

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SP4702-26-Q-0005

2026 FEB 20

X X

Closing Date Changed to:

2026 FEB 27 / Time 3:00 PM

See Continuation Sheet(s)

CONTINUATUION SHEET REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE 2 OF 2 PAGES

SP4702-26-Q-0005 0001

The purpose of this amendment 0001 is to answer vendor questions to Solicitation SP4702-26-Q-0005, make changes/ updates to the SOW, Requirement Description SOW attachment 2 and extend the solicitation closing date.

Changes are as follows:

a. SOW

1. Period of Performance (PoP) was reduced from three (3) day event to two (2) day event. From: August 11, 12 and 13, 2026 to: August 11 and 12, 2026.

b. Vendor Primary Tasks

1. Information was updated.

2. Clarification about the amount of breakout rooms was included.

3. Clarification about the amount of chairs each day for the main conference room.

4. Catering service requirements were removed. No catering services are required.

c. Section B. Supplies or Services and Prices/Cost

1. CLIN 0001 PoP was updated.

2. CLIN 0002 PoP was updated.

d. Solicitation SP4702-26-Q-0005 closing date is extended from 16 FEB 2026 to 27 FEB 2026.

e. Vendor Questions/Answers - See Attachment 4 - Questions from Contractors.

Attachment 1 – Section B Attachment 2 - SOW Attachment 2 - Requirement Descriptions Attachment 3 - SOW DLA HC Development and Readiness Event Attachment 4 - Questions from Contractors

B. SUPPLIES OR SERVICES AND PRICES/COSTS

Contract Line-Item Numbers (CLINs) and Quantities:

CLIN 0001 – Facility with a theater-style and seating capacity up to 900 people

SUPPLY/SERVICE: R708-V00007634

ITEM DESCRIPTION: The Contractor shall provide a facility with a theater-style and seating capacity up to 900 people. Pricing under this CLIN shall be reflective of all work to be performed under the SOW.

ITEM NO Supplies/Services U/M UNIT PRICE EXT PRICE_____

0001 R708-V00007634 1 JB $___________ $ ______________

Facility Theater - Style

PRICING TERMS: Firm-Fired Price

INSPECTION POINT: Destination

ACCEPTANCE POINT: Destination

FOB: Destination

UNIT OF ISSUE: Job (JB)

PERIOD OF PERFORMANCE: August 11 – 12-, 2026

DoDAAC – SL4793

CLIN 0002 – Audio Visuals

SUPPLY/SERVICE: R708-V00007634

ITEM DESCRIPTION: The Contractor shall provide Audio / Visual equipment as stated in the SOW and Requirement Description attachment 2 of the SOW. Pricing under this CLIN shall be reflective of all work to be performed under the SOW.

ITEM NO Supplies/Services U/M UNIT PRICE EXT PRICE_____

0002 R708-V00007634 1 JB $ __________ $ __________

Audio / Visual

PRICING TERMS: Firm-Fired Price

INSPECTION POINT: Destination

ACCEPTANCE POINT: Destination

FOB: Destination

UNIT OF ISSUE: Job (JB)

PERIOD OF PERFORMANCE: August 11 – 12-, 2026

DoDAAC – SL4793

It is anticipated that a commercial contract will be awarded as a result of this combined synopsis/solicitation notice.

1. Does the Government require or prefer that offerors include documentation of any initial outreach or quotes obtained from potential venues, A/V providers, or subcontractors as part of the proposal, or is this not required at the RFQ stage?

Answer - It is not required but will help justify the price of the acquisition.

2. Based on SOW Attachment 1 (DoD Conference Guidance), conferences costing $100,000 or less are subject to streamlined approval, with higher per-attendee or per-day costs requiring more senior approval. Can the Government confirm whether these figures represent approval thresholds only, or whether they reflect a recommended or anticipated total budget for a conference of this scope?

Answer – Those figures represent thresholds and approval officials.

3. To confirm pricing format, Attachment 1 – Section B lists two CLINs: CLIN 0001 (Facility –

Theater Style) and CLIN 0002 (Audio/Visual). Should offerors provide firm-fixed-price totals per CLIN, with itemization included for clarity, or does the Government expect detailed line-item pricing under each CLIN?

Answer – Offerors should provide firm-fixed price totals with itemization for clarity.

4. To ensure our pricing and technical approach are presented in the format the Government prefers, can you confirm whether labor associated with required planning meetings, walk-throughs, coordination, and after-action reviews (for both project management and technical staff) should be fully incorporated into the firm-fixed-price CLIN(s) as part of performance, rather than identified or priced separately? If so, is it the Government’s preference that this effort be rolled into CLIN 0002 (Audio/Visual), or allocated across CLINs at the offeror’s discretion?

Answer – Everything related to the facilities is going to go against CLIN 0001 and everything related to Audio/Visual is going to go against CLIN 0002.

5. Does the Government require offerors to include the names and credentials of proposed A/V and technical staff (audio engineer, video engineer, 2 A/V technicians, maybe 1 production lead), or is a description of staffing roles, experience, and capabilities sufficient at the time of submission?

Answer – No need to provide the names and credentials of proposed staff.

6. Under SOW Attachment 1 (Determination of Conference Costs) and Attachment 2 (Vendor Tasks), if the selected venue cannot provide all required A/V equipment, can we confirm whether the contractor procure third-party A/V services and include those costs as allowable conference expenses, provided the total cost remains within the approved budget?

Answer – Yes you can.

7. If this requirement, or a substantially similar one, has been awarded previously, where can offerors find publicly available information regarding prior awardees and award amounts?

Answer – This is a first time buy.

8. Our SAM registration is active but temporarily not publicly viewable due to a pending business address update. In the interim, may we include a screenshot or other documentation confirming active SAM and WOSB registration with our proposal?

Answer – You can provide a screenshot but need to make sure the cage code is active when submitting your quote. Federal government users and users associated with this entity can view this record on SAM.gov. If the cage code is not active at the time of the submission the quote will not be considered.

9. Attachment 1 – Section B states: “It is anticipated that a commercial contract will be awarded for the Refractory Metal Wires requirement as a result of this combined synopsis/solicitation notice.” Can we receive confirmation whether this statement requires any specific acknowledgment or action by the offeror in the proposal, or whether it is informational only?

Answer – That is an error. Amendment 0001 will be published to provide answers to vendor questions, and the information will be corrected.

10. For pre-event walk-throughs, planning meetings, reviews, and after-action discussions, is attendance required from the full contractor team, or is participation by a single designated point of contact, like the Project Manager, sufficient unless otherwise requested by the Government?

Answer – A single designated point of contact is acceptable.

11. To confirm understanding of SOW Attachment 1 language stating that “Total conference costs should be the net value of the conference expenses, less any fees or revenue received by the Department through the conference,” can the Government confirm that offerors should calculate total conference cost based on net Government out-of-pocket expenses only, subtracting any Department-received revenue such as registration fees, sponsorships, or similar offsets?

Answer – The Government will be taking care of registrations etc.

12. Please confirm that CLIN 0001 (Facility) and CLIN 0002 (Audio/Visual) are the only CLINs to be priced, and that no optional or informational pricing is requested.

Answer – Those are the only 2 CLINS.

13. Please confirm that all costs associated with meeting the SOW and Requirement Description must be fully burdened within the two CLINs and that no reimbursable or separately priced costs are anticipated.

Answer – Cost associated with this requirement will only be billed against CLINS 0001 and 0002. No other cost is anticipated.

14. Please confirm whether or not contractor provided labor should be priced separately or included in the two contract line items.

Answer – Included in the 2 CLINS. Labor related to Facility – CLIN 0001, Labor related to AV

– CLIN 0002.

15. The SOW references catering responsibilities; however, no catering CLIN is included in Section

B. Should catering costs be included in CLIN 0001 pricing, or will catering be handled separately by the Government?

Answer – Amendment 0001 will be published to provide answers to vendor questions, and the information about catering will be corrected. No catering services are required.

16. Please confirm whether all Audio/Visual equipment listed in the Requirement Description

Attachment is mandatory, or whether functionally equivalent commercial packages may be proposed.

Answer – Audio Visual equipment listed in SOW attachment 2 – Requirement Description is mandatory.

17. Please confirm whether venue-provided AV may be used if it meets the stated requirements, or if all AV must be contractor-provided under CLIN 0002.

Answer – Venue provided AV can be use. Contractor is responsible to make sure all AV listed in Requirement Descriptions are available.

18. Please clarify whether AV labor hours listed in the Requirement Description represent minimum required staffing or estimated staffing.

Answer – Contractor not to exceed the labor hours stated in the requirement Description document.

19. Facility hours are listed as 7:00 AM–11:59 PM for all three days. Please confirm whether pricing should assume exclusive access for the full stated hours each day.

Answer - No

20. Beyond the completed Section B pricing table, does the Government require a pricing narrative or cost breakdown to support price reasonableness, or is a summary explanation sufficient?

Answer - Cost breakdown to support price reasonableness is preferable.

21. Under the scope of work it states, Catering (ensure contracted menu selections for the three-day event are provided and adhered. Question: Please confirm that DLA, and not the contractor, is paying for the catering cost. If not, please identity your catering needs per day.

Answer – Amendment 0001 will be published to provide answers to vendor questions, and the information about catering will be corrected. No catering services are required.

22. Given the size of the meeting, will any DLA staff assist onsite at the registration table or assist during the meeting? If so, how many staff will assist?

Answer – No need for assistance. DLA staff will be onsite for registration table.

23. Since the proposal is due on February 16, 2026, which is a national holiday, can the proposal be submitted on February 17, 2026?

Answer – An addendum will be prepared to answer all vendor questions and extend the solicitation.

24. Will a room for 900 people only be needed for the 11th?

Answer – yes, See SOW Update.

25. How many breakout rooms and Greenroom/offices will be needed for each day of the meeting?

Answer: Three (3) breakrooms.

26. (12) CONTRACT AWARD DOLLAR AMOUNT: $30,0000 Estimated Value located in the Combined Synopsis Solicitation FAR 12.6 document – Do you want the bids to be close to this total?

Answer – After doing the request for information (RFI) and market research (MR) that is the amount of money the Government estimate the requirement is going to cost.

27. The instructions state: “Cover Letter. Provide cover letter with a unique identification number

(proposal number) for your offer.” – can you please provide more guidance on the unique identification number? What guidelines must it follow?

Answer – Cover letter from your company with the unique quote # (proposal #) from your company for reference.

Requirement Description DLA (J1) 2026 Human Capital Development and Readiness Event

Background: DLA HQ, Fort Belvoir has a requirement to host a 2-day DLA Human Capital Development and Readiness Event in Columbus, Ohio.

Scope:

This requirement is for the contractor to provide a facility for the event.

Date(s) of Event: August 11- 12, 2026

Facility: Facility has a theater-style seating capacity up to 900 personnel in with video projectors and wireless microphones.

The contractor may be requested to attend the post award kick-off meeting and/or a pre-vent walk-through. This will be coordinated through a Government Representative designated at time of award.

LICENSE PERIOD AND AUTHORIZED AREA:

Event Dates Time Breakout Tue. Aug. 11, 2026 7:00am-11:59pm Conference for 900 Tue. Aug. 11, 2026 7:00am-11:59pm Office Tue. Aug. 11, 2026 7:00am-11:59pm Conference for 100 Wed. Aug. 12, 2026 7:00am-11:59pm Office Wed. Aug. 12, 2026 7:00am-11:59pm

• Ten (10) complimentary onsite parking passes for keynote / guest speakers throughout the 2-day event

• Ten (10) onsite parking passes for DoD key personnel throughout the 2-day event

• Wi-fi

• 1 Table for the main stage with a table skirt for 6 people, 6 chairs, 1 table in each breakout room and with table skirts for panel guests in all three breakout rooms listed in the description table above. 4 chairs under each table in each breakout room Aug. 11 -12, 2026.

• 900 chairs for the main conference room on Aug. 11, 2026

• 200 chairs for the main conference room in Aug. 12, 2026.

• 100 chairs in each breakout room Aug. 11 – 12, 2026

• 1 Podium and 1 mic for the main stage in the main conference area for August 11, 2026

• 3 chairs with a table skirt, 1 table in each green room Aug. 11 – 12, 2026

• Audio-Visual vendor will ensure 6 microphones will be placed on the table for the panel guests, podiums with microphones will be all three breakout rooms, wireless mic combos will be placed and available for use in all three breakout rooms Aug. 11, 2026.

Audio/Visual

• Mixers: Package includes Support for up to 24 Inputs and 8 Outputs, Dynamic EQ &

Processing, Audio Snake, Work Box, Cabling, and Adapters, Small Format Digital Mixer

• Microphones: 4 Wireless Mics (Each Configurable to either Lav or Handheld) and

Antenna Distribution System

• Wireless Mic (Configurable to either Lav or Handheld)

• Wireless Mic Combo (3)

• Podium Microphone Kit (1)

• Direct Box (1)

• Intercom / Communications RTS Base Station, Support for up to 5 Wireless Units and

Headsets.

• Lighting/Fixtures- Drape Lighting - LED PAR 8-Pack (1)

• Stage Wash Packages: (2) Ground Supported Lighting Tower Positions w/ 4 Fixtures

• Power & Miscellaneous/Power & Supplies-: Consumables such as Tapes, Batteries, Ties, Duvetyne, etc.

• Stock Scenic/Soft Goods- Stock Drape 18'h 60 1.00 Feet. Includes: Typical Drape

Hardware. Drape at Standard Fullness with one Finished Side.

• Video/HD Switching & Processing- AV Video Switcher (1). Includes: Video Switcher with Support for up to 4 Inputs and 1 Mixable Output, Cabling and Adapters.

• DA Video (1)

• Camera Equipment/ Broadcast Camera : Broadcast Quality Camera with Standard Lens and Tripod.

• Presentation Graphics/Presentation Graphics Laptop (1). Perfect Cue System (1)

• Projectors/14K HD Video Projector (2)

• Projection Screens 9' x 16' w/ Legs (F/R) (2)

• LCD & Monitor Displays 55" Confidence Monitor (1)

• Audio Mixers- Support for up to 6 Inputs and 2 Outputs, Audio Cables, Cabling, and

Adapters. AV Analog Mixer (1)

• Microphones- Includes: Wireless Mic (Configurable to either Lav or Handheld). Wireless

Mic Combo (1). Podium Microphone Kit (1)

• Video/Projector Includes 5000 lumen HD projector 60”x80” theater screen HDMI cable, power cord, power strip, and AV cart.

• Audio Mixers/ AV Analog Mixer Support for up to 6 Inputs and 2 Outputs, Audio

Cables, Cabling, and Adapters

• Microphones: Wireless Mic Combo (1). Wireless Mic (Configurable to either Lav or

Handheld). Podium Microphone Kit (1)

• Video/Projector 5000 lumen HD projector 60”x80” theater screen, HDMI cable, power cord, power strip, and AV cart

• Production Labor Pre-Production/Production Development (1)

• Install/On Site Labor

• Labor -Audio Engineer (1) 8.00 Hours. Video Engineer (1) 8.00 Hours. Event A/V

Technician (2) 8.00 Hours.

Requirement Description

Scope:

SCOPE OF WORK

DLA 2026 HUMAN CAPITAL DEVELOPMENT & READINESS EVENT

Background: DLA 2026 Human Capital Development and Readiness event will be held to connect DLA J1 HR employees, DoD customers/HR partners, and J1 senior leaders, fostering collaboration, knowledge sharing, and the alignment of human capital strategies. This event directly supports DLA's strategic goal of maintaining a highly skilled and ready workforce capable of delivering exceptional logistics support to the warfighter. This forum will align human capital strategies resulting in workforce innovation, modernization and readiness in support of the warfighter today and tomorrow.

The Human Capital Development and Readiness event will address critical topics such as talent management, leadership development, employee engagement, workforce modernization, and emerging trends in human resources. The event will feature guest speakers delivering expert insights, an interactive panel discussion exploring key HR challenges and solutions, and targeted breakout sessions providing practical skills development and knowledge sharing opportunities.

The contractor will perform all services in accordance with DoD Conference Guidance (attachment 1).

Scope: DLA will sponsor the Conference, maintaining sole control over the Conference theme and program content. The vendor will provide a conference meeting area as described in the Requirement Description.

Place of Performance: Columbus, Ohio Period of Performance: August 11- 12, 2026.

Disclaimer of Liability: If it becomes necessary for DLA or the vendor to change the extent of their involvement or withdraw from the Conference, neither party will be liable to the other party. Neither party will make claim against the other for any costs or other damages that either party might incur by this change or withdrawal. Either party will, within thirty (30) days of such decision being made, provide written notification to the other party of the intent of the change or cancellation.

The vendor shall provide DLA with a facility for the DLA 2026 Human Capital Development and Readiness Event in accordance with the Requirements Description (attachment 2).

• Vendor Primary Tasks

- The vendor will provide a theater style seating capacity up to 900 personnel with video projects and wireless microphones.

- Ten (10) complimentary onsite parking passes for keynote / guest speakers throughout the 2-day event

- Ten (10) onsite parking passes for DoD key personnel throughout the 2-day event

- Wi-fi

- Three (3) breakout rooms

- 1 Table for the main stage with a table skirt for 6 people, 6 chairs, 1 table in each breakout room and with table skirts for panel guests in all three breakout rooms listed in the description table above. 4 chairs under each table in each breakout room Aug. 11 -12, 2026.

- 900 chairs for the main conference room on Aug. 11, 2026

- 200 chairs for the main conference room on Aug. 12, 2026

- 100 chairs in all three breakout rooms Aug. 11 – 12, 2026

- 1 Podium and 1 mic for the main stage in the main conference area for August 11,

- 3 chairs with a table skirt, 1 table in each green room Aug. 11 – 12, 2026

- Audio-Visual vendor will ensure 6 microphones will be placed on the table for the panel guests, podiums with microphones will be all three breakout rooms, wireless mic combos will be placed and available for use in all three breakout rooms Aug. 11,

- Audio-Visual vendor will ensure 3 microphones will be placed on the table for the panel guests, podiums with microphones will be all three breakout rooms, wireless mic combos will be placed and available for use in all three breakout rooms Aug. 12,

- Manage, monitor and ensure all venue contract deliverables are implemented

- Audio/visual services (ensure all contracted items are provided and operational for all two days)

- DLA will receive appropriate recognition in all material produced pursuant to the conference, including DLA’s logo, and the logo will only be used in connection with dates, times, locations, purposes, agendas, and speakers for the event (without implication of endorsement); any marketing will include a disclaimer that no endorsement is intended; and vendor will provide DLA the opportunity to pre-approve training summit graphics

- Contract for meeting space and audio/visual equipment/support for the room specified below. Obtain a “Green Room” for VIPs. No other special requirements.

Event Dates Time Three Breakout Conference Room for 100 people

Tue. Aug. 11, 2026 7:00am-11:59pm

Main Conference area for 900

Tue. Aug. 11, 2026 7:00am-11:59pm

Green Room Office Tue. Aug. 11, 2026 7:00am-11:59pm Main Conference area for 200 people

Tues. Aug. 11, 2026 7:00am-11:59pm

Three Breakout Conference Rooms for 50 people

Wed. Aug. 12, 2026 7:00am-11:59pm

Green Room Office Wed. Aug. 12, 2026 7:00am-11:59pm

- Participate in pre-event walk-through and subsequent after-action reviews to capture successes, lessons learned, and pointers for improving future events

- Be ready responsive and participate in planning meetings; coordinate and brief the designated DLA staff as necessary

Deliverables:

Deliverables Due Status Update Report or Meeting Bi-weekly or as requested Post Award Kick-off Meeting Within 1 week of Contract Award Attend Planning Meetings and Briefing As required Event materials and Electronic mobile App set-up 2 months prior to the Event Pre-Event Walk-through 5 days prior to the Event Post Conference Report Within 30 days after Event Post Conference Meeting Within 30 days after Event

NOTE: Due dates are an estimate and are subject to change after discussions.

Modification to the contract: Any revision(s) to the contract will be accomplished by a written modification, signed and executed by both parties before any such revision will be considered agreed and effective.

Effective date: The contract becomes effective on the date of the last required signature and will remain in effect until cancelled or revised by written modification. Any party may, by providing 30 days written notice to terminate the contract.

Vendor Primary Tasks

Deliverables: