Questions and Answers RFIs CAO 2 March 22.pdf

Questions and Answers (RFI’s)

Event Coordination Services BPA

CAO: 2 March 2022

Question:

#1 A/V Equipment - The requested equipment for the June 2022 event varies from the requested items within the BPA. Which list should our bid reflect?

Answer: Propose to the June 22 Specific needs. The BPA PWS will be amendable to more generic needs and the individual BPA Calls (e.g., Seed Project) will provide more specific requirements.

#2 Would you all prefer to utilize the general session room for the listed catered meals or to host the meals in a separate space (additional ballroom, restaurant, etc.)?

Answer: Catered service can be provided in the meeting space however consideration for event disruption vs. cost effectiveness should be considered.

#3 Would the unit consider alternate event dates (referring to Seed Project)?

Answer: No alternate date quotations will be accepted.

#4 At the end of the PWS PDF it says "No Childcare will contracted at this event." I just wanted to make sure that I will not be providing any quote for that item in the proposal.

Answer: As stated, the Seed Project will not require childcare.

#5 If a contractor is up to date/active in SAM.GOV (which includes all representations and certifications) please confirm that no other information is needed, beyond the technical/price and past performance submission.

Answer: Please make sure your DUNS or CAGE Code is provided in your Quote so the Contracting Officer can verify active registrations and representations for responsibility determinations.

#6 Page 16, part 2.2 states that the total quote submission shall not exceed 5 pages in length.

•Please confirm that the maximum page count (5 pages) is to include all three sections of the quote (technical, price, and past performance).

•Assuming that the answer to above question is yes, and given the depth of the information that needs to be presented, will the government allow for the offeror to submit supporting exhibit documents (e.g.: letters of recommendations, CPARs evaluations, past performance write-ups, etc.) that do not count towards the total maximum page count?

•With regards to the price proposal, we understand that the pricing provided should be based on the requirements outlined in the Seed Project PWS and that future events will be priced separately if/when they are ordered against this BPA. With regards to those future events, are the offerors supposed to submit any other pricing information (for example, our GSA pricing rate sheet)?

•Please confirm that cover pages do not count toward the maximum page count.

Answer: Technical, Price, and Past Performance should be included within that 5 page limitation however exhibit documents such as CPARs, letters of recommendations, additional pricing etc.

will not count towards that limitation along with cover sheets and required documents from the solicitation. The Contracting Officer will exercise good judgement to determine what contractor best fulfills the Governments requirement making page limitations a minor issue. Please use good discretion, consideration, and succinctness in providing the required and necessary information in response to this RFQ.

#7 Page 16, part 4.1 states that the offeror shall submit information for a total of up to three years (no more than 5) of recent past performance references – will the government confirm how many past performance references they would like to receive from the offeror? Page 16, part 4.2.2 defines “recent” contracts as those performed within the last three years. Given the fact that this BPA is for work performed onsite – will the government consider extending this 3-year window to a 5-year window? Page 16, part 4.6 states that a one-page letter of recommendation may be submitted with the final quote submission – Please confirm how many letters of recommendation the government would like to receive from the offeror (for example, one letter for each past performance reference). Please confirm that letter(s) of recommendation may be submitted as an attachment and will not count towards the total maximum page count.

Answer: Vendors may submit beyond the 3 years for consideration however please clearly identify references beyond the 3 year window. Letters of recommendations are not required but optional and will not count towards any page limits. With that said, please keep in mind that this project will need to be evaluated by the Government and turned quickly for event accomplishment. So provide enough information that the Contracting Officer can make a good sound decision of your company but not so much that reviews will be burdensome.

#8 Page 6, part 4.1.4 states that the Contractor shall contact the Government Point of Contact or COR seven (7) days prior to the event start date to reconfirm the actual number of attendees, meals, sleeping rooms, and meeting rooms. Please confirm that, if the quantities are higher than the amount initially submitted in the BPA Call, the contractor will be allowed to modify its pricing to cover the additional costs.

Answer: The Contracting Officer will make all decisions on modification requests. The vendor shall not incur additional costs beyond the contracted amount without prior written Contracting Officer approval. To proceed without Contracting Officer approval would be done so at the contractors risk only.

#9 Page 8, part 6.3.1 – With regards to the snacks and beverages required, is it the government’s intent that the snacks and beverages fit within the “meals” per diem amount allocated for breakfast, lunch, and dinner, or should the snacks fit within the “incidental expenses” portion of the local per diem?

Answer: ALL snacks, beverages, food accommodations, etc. will be contracted prior to the event.

Under no circumstance will members be charged incidentals from services rendered under resultant contracts. Please keep in mind the language says ‘intent’ as the per diem amount is a benchmark measurement and actual prices will be competed/negotiated on resultant Firm-Fixed Price contracts.

#10 Page 9/10 of the Seed Project PWS states that: “In case of unforeseen mission requirements or confirmed emergency, members under this room block and reservation code will not be held liable for failure to cancel and will not be charged first night stay. A letter signed by the appropriate Wing Commander, or an Official Order must be submitted.” Given that most/all hotels won’t accept not charging the first night stay if the guest does not cancel his/her room within the allowed time (generally 24-72 hours prior) – especially without knowing how many rooms may be impacted - please provide the maximum amount of such occurrences the contractor should budget for under the seed project or other future calls orders (or should ask the hotel to agree to.)

Answer: The BPA Calls will be Firm-Fixed Priced (FFP) contracts with Not-To-Exceed price constraints. The Seed Project is requiring 20 rooms for the event please coordinate for that number. Cancellations are rare. FFP contracts are 100% billable upon written signature of the Contracting Officer.

#11 The PWS does not specifically outline the need for onsite coordination support from the contractor. Please confirm that no onsite support will be needed from the contractor’s staff (understanding of course that an onsite point of contact for vendors such as the hotel and audio-visual team will be provided for the event.) If onsite support is needed from the contractor’s staff, please specify what duties should be performed.

Answer: The Government requires that all coordination for events be handled by the coordination company contracted to render services. Onsite support is not required however, any event incidentals/issues should still be handled by the contracted company. If not, this could be grounds for contract termination and poor performance ratings.

#12 The PWS stipulates the need for signage, however there is no specific CLIN to which this should be billed under. Can the government confirm if signage should be included in the AV CLIN? If not, please explain.

Answer: Yes, this may be included in the Audio/Visual CLIN.