RFI_W9124C21R0004 81st YR_Government Response 20201110.docx

1. Section 5.2.2.3 requires a room "capable of hosting up to 60 attendees plus space for the Government’s audio visual equipment"; however section 5.2.2.4 requires, "capability to provide round tables and chairs to support up to 75 attendees and allow for ADA compliance". The meeting room is required to accommodate 60 attendees, however the furnishings requirement refers to 75 attendees. Can the government clarify whether both sections refer to the same space?

A: Please reference the updated performance work statement date 9 November 2020.

2. This requirement refers to self-serve beverage service, which may be prohibited during the COVID-19 pandemic. In addition, meal service costs may be higher than usual because self-service buffets may also be prohibited and additional serving personnel will be needed. Does the government anticipate flexibility with respect to meal services as necessary to accommodate food service limitations during the COVID-19 pandemic?

A: Due to the COVID-19 pandemic, the Government does anticipate flexibility in respect to meals and beverage services, and coordination with the appointed Contracting Officer Representative and Administrative Contracting Officer will be required.

3. Will the offeror be allowed to adjust the value of this CLIN as changes are made to government per diem rates during the period of performance?

A: Per diem rates are adjusted ONLY for the identified FL location IAW GSA JTR.

4. Conference Space/Rooms: “The Government will provide a preliminary meeting room count upon award of the task order and a final room count the Tuesday prior to the arrival of the Advance party. The Government will only pay for meeting rooms used.” Facilities in the Orlando area are typically subject to cancellation terms that would apply at the time of Task Order award. Any cancellation of meeting rooms within such a short period of time from the event as described in this paragraph would be subject to such cancellation charges. Will this condition be acceptable to the government?

A: IAW the PWS, The Government will only pay for meeting rooms used.

5. Parking: Under which SubCLIN is the offeror to propose this item?

A: A separate SubCLIN or CLIN is not required for this effort.

6. Transportation (Shuttles): Under which SubCLIN is the offeror to propose this item?

A: A separate SubCLIN or CLIN is not required for this effort.

7. I see that the SOW states it needs to be in Orlando, Florida. Is there a specific area or mileage requirements that need to be met? Please advise?

A: 1.11 Place of Performance: The work to be performed under this contract shall be accomplished within 20 miles from Orlando International Airport (MCO)

8. Can you please explain the parking in Exhibit A? Parking (60 per day x 3) quantity 450 and Total per event 900. Can you tell me how you are getting those numbers?

A: Refer to PWS Section 5.4

9. Approximately how many attendees do you expect to fly in? Trying to gauge shuttle transportation needs.

A: 200

10. Is the June 2021 and Sept 2021 in Nashville TN on this requirement? Or should we price only Orlando FL?

A: The only location is Orlando Florida.

11. Will the staff be shipping/mailing supplies/gear to the venue prior to the event?

A: Staff will arrive Wednesday with the equipment for the set up.

12. Previous experience has shown us that a flight manifest is beneficial for those flying in- will that be available?

A working manifest will be provided outbound on Sunday, but will not be provided on Friday for inbound.

13. Item of the proposal submission instructions states, "The offeror’s proposal shall be submitted in hard copy, with accompanying digital copies, as set forth below.", however the statement "Electronic submissions via email or fax will be accepted." appears later in the paragraph. Under Item 2, Proposal Submission Requirements, states "a. Each volume shall be submitted in a separate three-ring binder." and subsequently describes a requirement to submit printed and electronic copies of each volume. Can the Government please clarify whether proposals may be submitted in electronic format or if mailed or hand-carried submission of hard copy and digital files is required?

A. Please refer to the Solicitation page 52, Section L, Paragraph 2 it states that hard copy is required and an electronic copy can be provided on a disk.

14. Given the potential limitations of the current COVID-19 pandemic with respect to hotel capacity and other restrictions, does the government anticipate flexibility if necessary due to Federal, state, and local directives affecting hotel operations (e.g., occupancy limits, meeting room capacity to accommodate social distancing, limitations on food service or fitness centers, etc.)?

A. Refer to Question #2.

15. Some hotels have meeting spaces located below lobby level, however these are not considered "basement" facilities. Can the government please confirm whether such facilities are acceptable?

A. Yes

16. This section indicates that the Contractor is expected to furnish the registration area, but it is not clear whether the Contractor is expected to staff this area during the registration period. Can the government please clarify whether Contractor staff will be needed to provide registration support, or if this function will be provided by government personnel?

A. Contract manager will need to be on site to liaison between the government and the hotel. No contractor staff is needed to support registration. Government personnel will provide support for this function.

17. This section states, "The area shall provide sign-in, welcome, and orientation packages for attendees." Will the contractor be responsible for production of these materials or will they be furnished by the government and displayed and/or distributed by the Contractor?

A. No

18. This requirements states, "A final Banquet Event Order (BEO) shall be submitted to the COR/ACOR Thursday prior to the event." With a required quantity of up to 700 meals, the vendor will need more than 2 days' notice for food and beverage guarantees. Can the Contractor submit the Banquet Event Order (BEO) to the COR/ACOR prior to Thursday if necessary to allow the hotel sufficient notice (e.g, after the Tuesday meeting with the COR/ACOR)?

A. Yes, an estimate can be submitted early in order to give the hotel sufficient notice.

19. Must the proposed venue be within the city limits of Orlando, FL, or will a reasonable distance around Orlando be acceptable?

A. 1.11 Place of Performance: The work to be performed under this contract shall be accomplished within 20 miles from Orlando International Airport (MCO).

20. Will the government provide the Quantity and Unit for each CLIN so the offeror can provide our Unit Price for evaluation? Exhibit A of the PWS provides detailed quantities, but does not define the CLIN unit and quantity.

A. The correct CLIN Structure is located in Section B of the solicitation.

21. Please confirm that CLIN x001 for each year is a priced CLIN, and not just a summary of the SubCLINs below it.

A. CLIN 0001 NSP but the SLINs are priced.

22. Please confirm this subCLIN is only for Lodging rooms, and not meeting rooms or other rooms as described in PWS 5.2.

A. Lodging rooms are separate from the meeting rooms. Refer to Section B SLIN 0001AA (lodging) and all other subsequent SLINs.

23. Does this CLIN also include meeting rooms, Parlor rooms, and other room types defined in PWS 5.2?

A. All lodging rooms are separate from the meeting rooms Refer to Section B SLIN 0001AB (break-out rooms) and all other subsequent SLINs.

24. Conference Space/Rooms: Under which SubCLIN is the offeror to propose this item?

A. The requirement does not call for conference space/rooms. Refer to the performance work statement and applicable CLIN/SLIN in the solicitation.