Industry Questions Received 4-7-22 V1.xlsx
XLSX spreadsheet 18 KB Posted
- Attached to
- DEPARTMENT OF DEFENSE WARRIOR GAMES IDIQ
- Solicitation number
- W900KK-22-R-0010
About this file
This solicitation requests proposals for an Indefinite Delivery, Indefinite Quantity (IDIQ) contract to provide support services for the 2022 through 2027 Department of Defense Warrior Games led by the U.S. Army. Services include planning, management, execution support, and ancillary event support at various continental United States locations. Offerors are asked to propose a firm-fixed price for Task Order 1, which encompasses planning and management services over one base year and four option years, as well as prices for sample tasks for evaluation purposes. Proposals are due by April 11, 2022. The Department of the Army Contracting Command - Orlando will award a single IDIQ contract for contract management and subcontracting of all requirements.
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Text version
Draft RFP
| Question | Question posted 3-30-2022 | Answer |
| 1 | Does clause 1.11.5 in the IDIQ apply ONLY to travel that is not included in the delivery of any specific task order? In a FFP submission of a task order we would include the fees for travel and coordinate all that internally. | Travel and all cost to perform specific task to include travel |
| 2 | 2. GFE –Would contractor be able to obtain possession of any existing materials (signage, cauldron, etc.) to manage as part of the Program Management scope? Shipment of these items to our storage would be included in our Program Management fee. | The Government does not plan to provide the contractor GFE at this time. Anything the contractor procures on behalf of the government such as signage and or a cauldron the contractor will be responsible to store, and transport to and from each year event as needed and or required. |
| 3 | 3. Clause 5.36 – please see our scope assessment and questions below. | |
| 3.a | a. Will DoD or contractor choose the Training Camp city and venues? | Invictus Games will be removed from this requirement. |
| 3.b | b. Training Camp Services by contractor: | |
| 3.b.i | Venue rental, setup, venue support staff – | Invictus Games will be removed from this requirement. |
| 3.b.ii | Hiring of 14 coaches- | Invictus Games will be removed from this requirement. |
| 3.b.iii | Air travel, accommodation costs, ground transportation, meals, equipment and fees related to the 14 coaches | Invictus Games will be removed from this requirement. |
| 3.b.iv | Ground transportation for 65 athletes and 14 coaches – | Invictus Games will be removed from this requirement. |
| 3.b.v | Is contractor responsible for the actual costs of athlete air travel, accommodations and meals? | Invictus Games will be removed from this requirement. |
| 4.a | Event Support by contractor: | |
| 4.a.i | Hiring of 14 coaches | Invictus Games will be removed from this requirement. |
| 4.a.ii | Air travel, accommodation costs, ground transportation, meals, equipment and fees related to the 14 coaches | Invictus Games will be removed from this requirement. |
| 4.a.iii | Is contractor providing any services to the 65 team members traveling and attending the event? | Invictus Games will be removed from this requirement. |
| e |
RFP
| Questions | Question posted 4-1-2022 | Answer |
| 1 | Is the DoD providing any Government Furnished Property that was used previously and put in storage? | No. The contractor should expect no government furnished property or equipment |
| 2 | Is the DoD/Disney providing any onsite storage? | The DoD will provide location(s) to store containers, box trucks, or CONEXs (container express). |
| 3 | With the Award date being unknown, does the DoD expect the Contractor to assist with 2022 Invictus Games support? And to what capacity? | No, there is no requirement for Invictus Games support included in this RFP. All references to Invictus Games have been removed. |
| 4 | Is Disney providing/proffering anything to support the events besides venue space? | Yes, the proffer is currently being cleared for release. However, offerors are being asked to propose to and price performance of Task Order 01 and the Sample Task. These will not be impacted by the proffer. |
| 5 | Are the proffers for the Food/Family & Warrior Games Website the same as previous years? Are there new ones? | Yes, there is a similar proffer for the family program. The two things offerors are being asked to propose to and price, Task Order 01, and the Sample Task, will not be impacted by these proffers. |
| 6 | With this being changed to a 5 Year contract, does the DoD plan on having the Warrior Games at the same location each year (ESPN WWOS), or will it move around the country like previous years? | Location for future DoD Warrior Games is currently not known. Task Order 01 will include planning services for five years regardless of location. |
| 7 | Does the DoD require transportation to do the initial pick up the athletes, family, staff from the airport to the hotels? | It is likely these services will be required, however, the two things offerors are being asked to propose to and price are outlined in Task Order 01, and the Sample Task. |
| 8 | Is the DoD requiring the contractor to acquire trained Volunteers? If so, how many? | It is likely these services will be required, however, the two things offerors are being asked to propose to and price are outlined in Task Order 01, and the Sample Task. |
| 9 | Who can attend the events on and offsite, and is there a cost for admission? | The Government intends the events to be open to the public and free of charge. |
| 10 | Can team members other than the Sports Director attend onsite visits? | Contractors may send any relevant personnel to attend onsite visits and meetings, however, they should include required travel in the firm-fixed prices they propose. |
| 11 | Can the DoD provide the names of the other Countries that will be participating? | Not at this time. |
| 12 | Will the contractor be able to meet with and contact ESPN WWOS Staff regularly after award? | Yes, contractor will be able to meet with all stakeholders after award. |
| 13 | What Covid requirements is the contractor responsible to communicate/enforce to attendees and participants? | COVID requirements will be determined by venue owners and the Government based on local, state, and federal guidelines. Any requirements will be defined and negotiated on a future task order. |
| 14 | Any ideas on future government preferred locations for follow up Warrior Games? | The Government does not have any locations secured for future instances of the DoD WG. |
| Government Note | A firm-fixed price for the first Task Order’s base year and four option years will be established at the time of award. It is anticipated that subsequent Task Orders will be issued to the awardee as the Government defines specific requirements. Pricing for these later Task Orders will also be firm-fixed price and will typically require the awardee to provide other-than-certified cost and price data. |
A firm-fixed price for the Task Order 1’s base year and four option years will be established at the time of award. It is anticipated that subsequent Task Orders will be issued to the awardee as the Government defines specific requirements. Pricing for these later Task Orders will also be firm-fixed price and will typically require the awardee to provide other-than-certified cost and price data.
The Government will establish a ceiling price for Contract Line Item 0002. Offeror’s are not required at this time to provide pricing for CLIN 0002. The requirements and price shall be defined at the task order level.
| Questions Posted 4-7-2022 |
| Regarding 5.34 SPORTS PRODUCTION. |
15 a. Will the contractor be required to provide Audio and Visual (A/V) and Media Services? If so, does the requirement include provision and operation of audio/visual equipment including monitors to enable Government staff, athletes, families, and spectators to watch and hear videos at various locations? Yes there is an expectation the contractor provides audio/visual equipment to display at some or all DOD WG and ancillary events. Specific requirements will be defined in the subsequest IDIQ Task Orders.
15 b. If so, what is the type and number of monitors, and number of locations. Specific requirements will be defined in the subsequest IDIQ Task Orders.
16 Will the contractor be required to provide information Technology (IT) capabilities to the Operations Center: Joint Operations Center (JOC), Joint Information Bureau (JIB), Joint Visitor Bureau (JVB), and Sports Operation Center (SOC)? There may be a need for the contractor to provide IT services and the government will provide specific requirements in further task orders.
17 How many locations does the government anticipate for various sporting events? FY22 ESPN which has multiple locations within, however there will be two offsite locations that the contractor will obtain in support of swimming and shooting. Future venues locations is dependent on host locations.
18 How many still photographers does the government require at each sporting event? On Task Order 1 there is no requirement for photographers. Task Order 1 is for planning and management related tasks described in Attachment 6. There may be a requirement in subsequent Task Orders.
| 19 a. | Will the contractor be required to provide Sports Commentary? | On Task Order 1 there is no requirement for Sports Commentary. Task Order 1 is for planning and management related tasks described in Attachment 6. There may be a requirement in subsequent Task Orders. |
| 19 b. | If so, does this include the provision of sports announcer(s) for each sporting event and medal ceremonies? If so, how many? Will duties include play-by-play, public address messages, color commentary, communication of adaptive sport rules and specialized equipment and sport results (scores, times, and distances etc.) in real time, and assist with emergency communications, if necessary? | On Task Order 1 there is no requirement for Sports Commentary. Task Order 1 is for planning and management related tasks described in Attachment 6. There may be a requirement in subsequent Task Orders. |
20 How many standard tri-pod mounted cameras/videographers are required at each event? Does the government require specialized camera work (e.g., hand-held over the shoulder, body-mounted with stabilization systems, Go-Pro, drones/helicopters, etc.)? If required the government will identify and provide numbers and types of specialized camera in future task orders.
21 Will the government require the contractor to provide sets/back drops, lighting and audio recording / transmission capabilities for interviews? Yes the contractor will be required to provide set/back drops to include “step and repeats” to include lighting and audio recording. The government will provide specifics in future task order.
22 Does the government require mobile production units / broadcast tv trucks? If so, how many and of what type(s)? And what capabilities are desired (e.g., 4k HD)? Not required for IDIQ proposal, but may be required in subsequent task orders.
Regrading 2.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (NOV 2021)
23 Will a copy of our most recent FARS/DFARS report suffice to meet this requirement? As long as the required documentation has been properly filled out and is up to date, the report in SAM should be sufficient. Offerors are responsible to ensure that all information in SAM is current and complete.
Document W900KK-22-R-0010 states the following:
• Task Order 1 under this contract is for management and planning support. It will be awarded under this solicitation along with the basic DoDWG ID/IQ. This first Task Order’s requirements are defined in the DoDWG Task Order 01 PWS, Attachment 6. Task Order 1 will have a base period that will begin upon award and run for one year. Four one-year option periods will be included on this Task Order. Subsequent Task Orders for execution of the DoD WG will be issued to the awardee as required by the Government.
| Please clarify which document to use in our CLIN 0001 pricing: • Attch+6.+DoD+WG+Task+Order+1+PWS+Final+Clean+Version+24MARCH22 | ||
| 24 a. | o This document moves most of the Part 5 item costs into subsequent Task Orders. | The planning and management tasks described in Attachment 6 (including all of Paragraph 5) are to be priced and included in Task Order 1. Because the actual execution requirements are impossible to define ahead of time, execution tasks will be issued on subsequent IDIQ task orders. |
| 24 b. | o Item 1.3 states: “Subsequent Task Orders will be issued for the execution of the specific tasks set forth in paragraph 5 Specific Tasks of this PWS”. Does this include 5.1, 5.3, 5.12, 5.13, 5.21, | Attachment 1, DOD+WG+IDIQ+PWS, describes the scope of items that may be ordered under this contract. Attachment 6, DoD+WG+Task+Order+1+PWS, describes what is currently being ordered. Items in Paragraph 5 of Attachment 6 describe planning and management tasks, but not execution of those tasks. With the example below, Task Order 1 asks vendors to provide the ability to plan and manage Opening and Closing Ceremonies, but not to actually execute the ceremonies. Due to uncertainties with venues, proffers, etc. defining and pricing the execution of the tasks ahead of time would be difficult. The work behind planning and managing the ceremonies will be relatively constant. The Government is issuing Task Order 1 for planning and management. As planning work is completed, the Government will negotiate subsequent task orders with the awardee to execute these plans. |
| • Attch+1.+DOD+WG+IDIQ+PWS+Final+Clean+Version+24MARCH22 | ||
| 25 a. | o This document indicates we should include costs to deliver everything in Section 5. | The PWS in attachment 1 describes the potential scope of the entire contract, the base of the IDIQ. The Government is not ordering that PWS. With an IDIQ, the Government issues Task Orders for actual perfomance. These Task Orders are defined with their own PWS. At present, via Task Order 1, the Government is ordering the planning and management services described in Attachment 6. Offerors are asked to price Task Order 1 in the Pricing Workbook. The Government is also asking Offerors to price Sample Tasks to allow a meaningful evaluation of some of the important tasks that are not included in Task Order 1. These Sample Tasks are for evaluation purposes only. |
| 25 b. | o If this is the case should our costs in CLIN 0001 be the staffing to plan and manage all Part 5 items knowing that subsequent task orders will detail the event specific deliverables for each of those ? | CLIN 0001 and Task Order 1 describe the same requirements. Price for CLIN 0001 should reflect all of the Task Order 1 PWS, Attachment 6. The following sentence will be added to Para X of the RFP to clarify: “Offeror shall enter its total price for Task Order 1, including the base and 4 option years, in CLIN 0001 of section B” |
| 25 c. | o For example, do I need to include costs for an Opening & Closing Ceremony or only my planning and management costs for this task once the detailed Task Order is issued? | As above, only planning and management are described in Task Order 1. The costs to execute those plans will be negotiated and included in subsequent task orders. |
| 26 | When is the response due? Is there a specific due deadline or is it rolling? | 04/11/22 04:30 PM Eastern Standard Time |
| 27 | As mentioned, the DoD / Warrior Games website has announced the dates for the 2022 Warrior Games: Has anything in the proposal already been secured or has the work scope changed? | The scope of work has not changed. |
| 28 | At this point, are we only providing the answers to the sample task list? | The sample task and task order 0001 |
| 29 | Response Format - is there a specific format you are looking for? Is there a portal that the response is uploaded to? | All formatting requirements are within the RFP. Any formats that comply with the RFP are acceptable |
| 30 | Budgeting - are you looking for a line item / open book listing or a lump sum? | Government is requesting a firm-fixed price. Offerors should record their prices in the Price Workbook (attachment x) |
| 31 | After reading responses contained in Questions and answers on Official RFP, dated 4-01-2022 such as “Offerors are being asked to propose to and price performance of Task Order 01 and the Sample Task”, I seek to clarify if you are asking for a line-item plan with pricing for each personnel and venue/general element, described in Task Order 01? | Offerors should provide a single firm fixed price for Task Order 1 (a base year and four option years). Offerors should provide a firm fixed price for the Sample Task. The price for these items should be recorded in the Pricing Workbook. |
| 32 | Put more succinctly, would an overall description of service(s) and the total cost for services (described in Task Order 01 and the Sample Task) be appropriate for bid purposes or is a more itemized breakdown preferred? | Offerors should provide a single firm fixed price for Task Order 1 (a base year and four option years). Offerors should provide a firm fixed price for the Sample Task. The price for these items should be recorded in the Pricing Workbook. |
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