W912L624R3826 Yellow Ribbon Event - AMENDMENT 00001.pdf
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- Solicitation number
- W912L624R3826
- Issued by
-
Department of the Army National Guard
About this file
This document is a combined synopsis and solicitation for a Yellow Ribbon Event facility and planner services. The Oklahoma Army National Guard is seeking proposals for a three-day event to be held in April 2024 at a hotel, conference center, or education facility rated 3-diamonds or higher located within 25 miles of Oklahoma City. Offerors should price one of three date ranges in early-to-mid April. The contractor will provide all staffing, setup, materials, arrangements, and incidentals for an estimated 1,800 attendees and families. Light refreshments will be available each day from 7-9am only. Proposals are due by March 13, 2024 and should be submitted electronically to the points of contact provided. The requirement is set aside for small businesses in NAICS code 561920 with a size standard of $20M.
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COMBINED SYNOPSIS SOLICITATION
W912L6-24-R-3826, AMENDMENT 00001
YELLOW RIBBON EVENT - APRIL
FACILITY & PLANNER SERVICE
The purpose for this amendment is to provide answers to questions and add clause 52.232-18, Availability of Funds.
1. QUESTION: “, can you please give guidance/clarification on the times the meeting spaces will need to be available? Friday xx-xx Saturday xx-xx Sunday xx-xx -PWS 1.1 states adequate parking for 2 days-- the optional date ranges are 3 days (5-7 April etc...)
-PWS 3.0.13 states 0630-1730 for all spaces- is the event all 3 days? (Friday, Saturday & Sunday) If parking is not included/complimentary how many parking spots each day are you estimating?”
ANSWER:
a). Friday is to meet with the Contractor from 6:00 p.m. – 8:00 p.m. to discuss the Contractor’s plan.
Saturday hours are from 7:00 a.m. to 5 p.m. and Sunday is from 7:00 a.m. to 5:00 p.m.
b). Parking is needed for 2-days, Saturday and Sunday, ONLY.
c). No pre-staging will take place Friday evening. The event is for Saturday and Sunday.
d). Estimated parking is 1,200.
2. QUESTION: “In reviewing section 1.4 General Information of the Performance Work Statement, it appears the Technical Exhibit (TE) 2 and Deliverables Schedule are missing from the attachment. Please advise, thank you.
ANSWER: Technical Exhibit 2, does not exist. The PWS will be revised to remove this language.
3. QUESTION: “I wanted to ask a few questions as it relates to Solicitation W912L624R3826.
You stated OKC Metro Area, how many miles within the OKC metro area should the hotel/venue/education facility be? Referencing Section 3.0.7 Childcare Room and 3.0.8 Youth Room, Is the contractor responsible for providing childcare for the childcare room and youth room?”
ANSWER:
a). The number of miles within the OKC metro area is to be 25-miles.
b). The Contractor is NOT responsible for providing childcare.
4. QUESTION: “Since this is a small business set-aside, would you consider allowing the contractor to submit a deposit invoice to secure venue and catering upon award?”
ANSWER: No deposit invoice to secure venue and catering upon award.
5. “Does the contractor need to be located within 50 miles of Oklahoma City or can they be located out of state?”
ANSWER: The Contractor can be located out of state as long as there is a point of contact available during the entire time of the event in case there is an issue.
6. QUESTIONS:
a). “In reviewing section 1.4 General Information of the Performance Work Statement, it appears the Technical Exhibit (TE) 2 and Deliverables Schedule are missing from the attachment.”
ANSWER: Technical Exhibit 2 does not exist in the PWS. A revised PWS will be attached in the combined synopsis solicitation.
b). “How many hours will registration be open on each day?”
ANSWER: Registration shall be open each day for 1 to 1.5 hours.
c). “Section 1.1 - Scope - Please clarify the terms “provide all personnel. Does that mean we hire personnel for each division. For example, counselors, childcare providers, emergency responders, medical personnel, security. Or just the event execution personnel?”
ANSWER: No, just the execution personnel. Set up should be complete. (i.e., tables with linens and chairs placed) d). “Section 1.3 – Are the POP dates flexible? Due to the lack of availability, can dates in May (week 3 or 4) or June (week 1) be considered?”
ANSWER: Dates in May or June will not be considered.
e). “Sections 3.0.2 and 3.0.4 How many meals should be provided each day for adults? The breakdown includes refreshments for breakfast and gives direction that coffee should not be served after 2pm, but it also states that the general should be set for dining. Please clarify.”
ANSWER: Meals will not be required for either day. Light refreshments are for the morning, only.
The Contractor may stop serving coffee at 2:00 p.m. There will not be a lunch or dinner meal.
f). “Section 3.0.6 - Counseling Room - Will the counselors for the services be provided or will they need to be outsourced by the awardee?”
ANSWER: The counselors will be provided by the Government.
g). “Section 3.0.7 Childcare supplies are stated in this section, What does this consist of?”
ANSWER: Supplies are the activities that the children will be doing (i.e., games, arts & crafts materials, etc.).
h). “Section 3.0.11 What is the time duration for snack(s) availability?”
ANSWER: There’s no requirement for afternoon snacks.
i). “How many times during the day will this need to be provided?”
ANSWER: Light refreshments must be available by 7:00 a.m. Saturday and Sunday, only.
j). Will refreshments need to be provided on a come & go basis?”
ANSWER: Yes, refreshments need to be provided on a come & go basis.
k). “Is your organization tax exempt?”
ANSWER: Yes, the OK Army National Guard is tax exempt.
l). “What are the staging area requirements (size dimensions)?”
ANSWER: The staging area requirements are listed at Paragraph 3.0.10.
********************* END OF QUESTIONS AND ANSWERS *****************************
7. Clause 52.232-18, Availability of Funds is added to this solicitation. This requirement is subject to the availability of funds.
8. Offeror’s must acknowledge this amendment
9. This amendment does not extend the proposal due date. Proposals are due March 13, 2024 not later than 1:00 p.m. CST submitted to both Candace Obrian, candace.i.obrian.civ@army.mil and Harvetta Taylor, harvetta.r.taylor.civ@army.mil .
mailto:candace.i.obrian.civ@army.mil mailto:harvetta.r.taylor.civ@army.mil
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