Vendor_RFIs_YR_Venues_II_21_May_2019_RA_response.docx.pdf

VENDOR RFIs for 21 May 2019:

1. It looks like the Past Performance section, item 10 in the Instructions to Offerors (Attachment 2, page 9) is the same as the Relevant Experience section detailed in the Evaluation Criteria

(Attachment 2, page 13 and Combined Synopsis/Solicitation, page 2).

a. Q: Is this correct, or is a separate Past Performance section required?

A: No separate Past Performance section will be required as per item 10. A few of the 11 items in 52.212-(b) are addressed in Attachment 1 Price Sheet June – Sept 2019 v4. The vendor will address Attachment #2, page 13 FAR 52.212-2 Evaluation – Commercial Items

(Oct 2014) and submit elements required in FACTOR 1 & FACTOR 2 for relevant experience and total aggregate price. All quote submissions will be emailed to: Mr. Thomas Lamont, thomas.r.lamont3.civ@mail.mil at or before the exact time specified in this solicitation.

b. Q: If they are the same, may offerors use Relevant Experience for the title to make it easier for the evaluators?

A: Yes. The title Relevant Experience may be used by all vendors.

2. The Evaluation Criteria (page 13 of Attachment 2, and page 2 of the Solicitation) require hotel letters of commitment as part of the Relevant Experience section, which is limited to two pages.

a. Q: May offerors submit the hotel letters of commitment in an appendix with no page limit?

A: Yes.

b. Q: May offerors submit the unsigned hotel contract, which shows that the space is being held until after May 30 (when this contract is awarded), in lieu of a letter of commitment?

A: Yes. Vendor are reminded if they cannot supply a place for all of the conference events after award, the vendor may be in breach of contract.

3. The Instructions to Offerors section (pages 8 and 9 of the Solicitation) has a list of 11 items that need to be included in proposals. While some of them fit on a cover page, item #4—”a technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary”—and some of the other statements do not.

a. Q: Will CANG accept a technical volume, with a cover and table of contents, that addresses items 1-4 and includes item 10, Past Performance/Relevant Experience?

A: Yes. Some of those items are covered in Attachment 1 Price Sheet June – Sept 2019 v4.

b. Q: Will CANG accept a business volume with items 5-9, item 11 and the Price Table?

A: Yes. The Government assumes “Price Table” to be Attachment 1 Price Sheet June – Sept

2019 v4, which is acceptable. Attachment 1 must be submitted to the Government in PDF.

c. Q: If a business volume is not acceptable, should the Price Table be submitted as a stand-alone PDF file?

mailto:thomas.r.lamont3.civ@mail.mil

A: The Government assumes “Price Table” to be Attachment 1 Price Sheet June – Sept 2019 v4, which must be submitted to the Government in PDF.

4. The Solicitation (page 2) and Attachment 3 (page 2) specify that hotels must be AAA 3 Star/Diamond rates and within 15 miles of the addresses provided. Unfortunately, due to the tight timeline, many of these hotels are already booked.

Q: Since the existing dates are the priority, may offerors propose the closest possible AAA 3

Star/Diamond rated hotels that have the required meeting space and guest rooms at per diem, even if they are outside the 15 mile radius?

A: The radius is expanded to 30 miles, ONLY for the June 01-02 Temecula and June 15-16 Long

Beach events.

5. Attachment 3, page 3 specifies June 1-2, 2019 as the dates for the Temecula meeting and page 3 of the Solicitation states that the contract will be awarded by May 30, which leaves less than two business days to negotiate the hotel contract, make all the food and room-set arrangements, and for the hotel to order the food.

Q: Would it be possible to move the award date up or the event dates back?

A: The Government only anticipates awarding this contract by Thursday, May 30, 2019. It could be earlier.

6. Attachment 3, page 3 specifies Temecula as the location for the June 1-2, 2019 meeting.

Unfortunately, in Temecula, meeting space for a group this size is extremely limited and likely booked.

Q: What is CANG’s back-up plan if offerors are unable to secure meeting space in Temecula for June 1-2, 2019 (i.e. change the location or change the dates)?

A: The Temecula June 1-2, 2019 event mile radius is expanded to 30 miles. No change of dates.

7. Page 1 of the Solicitation says that this is a Firm Fixed Price Contract. However, page 2 of Attachment

3 Purchase Description states: “The Contracting Officer reserves the right to modify the number of attendees and meals required up to ninety six (96) hours prior to the event.”

a. Q: If the Contracting Officer asks the contractor to modify (reduce or increase) the number of required meals, will the CANG then request a modified (reduced or increased) Price for meals from the contractor?

A: Yes. The Contracting Officer reserves the right to modify the number of attendees and meals required up to ninety six (96) hours prior to the event as per Attachment 3 Purchase

Description YR Jun - Sep 2019v2a, in the solicitation.

b. Q: If changes to the number of meals are expected to impact the contract’s Firm Fixed Price, would this be done through formal Contract Modifications to adjust the scope and Firm

Fixed Pricing?

A: Yes. As long as it is within the scope of work. The Contracting Officer reserves the right to modify the number of attendees and meals required up to ninety six (96) hours prior to the event as per Attachment 3 Purchase Description YR Jun - Sep 2019v2a, in the solicitation.

8. The Price Sheet does not include line items for labor or travel.

a. Q: Does CANG expect the offeror to provide staff on-site during each meeting?

A: Yes. The number is up to the vendor with the capability to meet the requirements of each event.

b. Q: If yes, may offerors add line items for on-site labor and travel?

A: No. The Government expects this to be within the quote from Attachment 1 Price Sheet

June – Sept 2019 v4.

c. Q: May offerors add a line item for the labor required to negotiate and manage the vendor contracts?

A: No. The Government expects this to be within the quote from Attachment 1 Price Sheet

June – Sept 2019 v4.

9. The Price Sheet does not include a line item for Wi-Fi.

Q: May offerors add a Wi-Fi line item for events where the hotel will not provide complimentary Wi-Fi in the meeting space?

A: No. The Government expects this to be within the quote from Attachment 1 Price Sheet

June – Sept 2019 v4.

10. Solicitation states all dates and locations are subject to change

Q: Page 1 of the solicitation states all dates and locations are subject to change. Are you accepting alternate dates?

A: The Government will provide a date and location to the vendor NLT 45 days prior to the event if not already listed. The Government is currently not accepting vendor-proposed alternate dates.