Attachment 3 Questions and Answers.pdf

Question Answer

1. Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past?

There is not an incumbent Contractor.

This is a brand new requirement for the Government.

2. Is this is a brand new contract?

these services.

If not brand new, could you please provide the current / previous contract number?

There is not an incumbent Contractor.

This is a brand new requirement for the Government.

3. The Performance Work Statement refers to the requirement as a "No- Cost" technical approach in multiple sections (e.g., Sections 1.1, 1.4.1.1, and 5.0), while Attachment 2 – Combined Synopsis/Solicitation states under Evaluation Factors (Section 3.1) that this will be awarded as a Firm- Fixed Price (FFP) contract. Could you please clarify:

Is this intended to be a true no-cost contract to the Government, with all revenue generated through registration, sponsors, or exhibitors?

Or will the Government provide funding through the awarded FFP CLINs as outlined in the solicitation?

The contract resulting from this solicitation is intended to be a true no-cost contract to the Government, with all revenue generated through registration, sponsors, or exhibitors. The Government will not provide funding through the awarded Firm Fixed Price Contract Line Item Numbers.

4. If this is a true no-cost contract, should offerors still complete the CLIN pricing table?

If so, should the CLINs reflect a $0.00 value?

The contract resulting from this solicitation will be a no-cost contract. Therefore, Offerors should not complete the Contract Line Item Numbers (CLINS) Table. The CLINS will not be priced.

5. Could you clarify what specific services are expected to be provided at no cost to the Government (e.g., venue scouting, marketing, or planning), and which services (if any) the Government intends to fund?

Any service associated with Attachment 1 Performance Work Statement is expected to be provided at no cost to the Government. Review sections 5.0 through 5.12 of Attachment 1 Performance Work Statement. The Government will not fund any provided service. All revenue generated for the Contractor will occur via the Contractor's choice such as advertising, registration, sponsors, exhibitors, etc.

6. Task 1.4.11 states in the PWS that within 15 days of award a list of 3 proposed sites will be supplied to the COR, however the deliverables schedule states 30 days. Please clarify.

The contractor shall provide the Government a list of three proposed sites/venues able to host the conference within the 85004/85003 zip codes within 15 days after the receipt of contract and/or receipt of the notice to exercise the option. The solicitation has been amended so that Technical Exhibit 1 reflects so.

7. On page 3 of Attachment 2, POP starts on July 20, 2025 with the first conference date being July 20, 2025. Is the conference scheduled for 2025 or 2026?

The first conference will occur from July 20, 2025

- July 24, 2025. The Government may exercise the option to have additional conferences during the following dates: July 19, 2026 - July 23, 2026, July 18, 2027 - July 22, 2027, July 16, 2028 - July 20, 2028, July 15, 2029 - July 19, 2029

8. Do you require resumes?

Resumes are not required but may be submitted.

Remember, evaluation of Technical Approach, Past Performance, and Management Approach will be as follows: Evaluation of this factor will assess the offeror's proposed approach and understanding of the requirements and risk of unsuccessful performance of the proposed approach to technical requirements in accordance with Attachment 1 Performance Work Statement. Evaluation will be made on an available/not available basis. The Government will assess past performance submission’s relevance to the subject acquisition and if the information lends additional credibility to a best value determination. Additionally, a survey of FAPIIS will be conducted to assist in the determination. Evaluation of this factor will assess the offeror's proposed approach and understanding of the requirements and risk of unsuccessful performance of the proposed approach to management requirements in accordance with Attachment 1 Performance Work Statement.

9. It is stated that .pdf format is acceptable for the Technical Approach. May all volumes be submitted in .pdf format? All volumes may be submitted in .pdf format.

10. We understand you are expecting around 600 attendees with most coming from nearby Goldwater ANG Base. In order to provide you with the most accurate quote possible, we would like your best estimate on what percentage of the Goldwater attendees will want/need overnight accommodations. Our current assumption is that most will not need accomodations. However, we plan on securing at least one hundred rooms for out of town military personnel and vendors.

The majority of conference support personnel will come from Goldwater ANG Base (<20).

Majority of the conference attendees will come from ANG units from all across the country (>250). Most will need lodging accommodations.

11. Is there an incumbent contractor who has previously provided support for the OACCS Conference? If so, could you provide the name of the company and indicate whether they are eligible to bid on this solicitation? If not, is there an incumbent contractor who has provided similar support services in the past?

If so, please indicate whether that contractor is eligible to bid.

There is not an incumbent Contractor that previously provided support for the OACCS Conference or similar services in the past. This is a brand new requirement for the Government.

12. Is it possible to extend the due date for submissions from Thursday, April 10th to Monday, April 14th, in order to allow sufficient time after receipt of answers to finalize proposals?

Yes, the offer due date has been extended to Tuesday, April 15, 2025 no later than 5:00pm eastern standard time.

13. For how many years has the OACCS Conference been occurring? Are the 2025- 2029 OACCS Conferences expected to be similar in format, content and length as previous OACCS Conferences? a. If not, please explain differences.

3 non-consecutive years (2018, 2019, 2024).

2025-2029 will be similar format to 2024.

14. What are the revenue sources the contractor can count on in order to cover the cost of supporting the event and paying for ODCs? (e.g., exhibitor fees, attendee fees, advertisements in the guidebook, sponsors for refreshment breaks or other facets of the event, etc.) a. For each revenue source, please provide any subcategories (e.g., in-person booths, virtual booths, advertisement sizes/options, sponsorship opportunities, attendee categories, etc.)

Any service associated with Attachment 1 Performance Work Statement is expected to be provided at no cost to the Government. Review sections 5.0 through 5.12 of Attachment 1 Performance Work Statement. The Government will not fund any provided service. All revenue generated for the Contractor will occur via the Contractor's choice such as advertising, registration, sponsors, exhibitors, etc.

15. Since this is a no-cost event, please provide the revenues received for the past three OACCS events, with as much detail as possible, including: a. Total revenues received for each year b. Revenue categories and number in each category (e.g., types of booths sold, and number for each type, attendee registration categories and price (if any), advertisement options and costs and number of advertisements sold, etc. Government coordinated no revenue received

16. Is there any reason to believe the 2025- 2029 events would generate less revenues than past events (e.g., the conference is shorter, the invitation list is smaller, etc.)?

No revenue received at past events, all government coordination

17. How many in-person exhibitors have participated each year, on average, in the past? Is there any reason to expect that number to differ significantly moving forward?

2020 - 3 vendors 2024 - 20 vendors Expectation is for larger vendor footprint based on venue space/availability

18. How many virtual exhibitors have participated each year, on average, in the past? Is there any reason to expect that number to differ significantly moving forward? None from previous years

19. Please confirm that the contractor can propose registration fees and other fees (e.g., advertising, exhibitor fees), subject to the approval of the government, to ensure that the total anticipated revenue covers the contractors anticipated costs.

Any service associated with Attachment 1 Performance Work Statement is expected to be provided at no cost to the Government. Review sections 5.0 through 5.12 of Attachment 1 Performance Work Statement. The Government will not fund any provided service. All revenue generated for the Contractor will occur via the Contractor's choice such as advertising, registration, sponsors, exhibitors, etc.

20. Section 1.1 of the PWS outlines specific conference dates for each year from 2025 to 2029. Are these dates fixed, or is there any flexibility in scheduling? These dates are fixed.

21. Section 1.4.1.1 requires the contractor to provide three proposed sites/venues within 15 days after receipt of contract. Given the limited timeframe, does the government have preferred venues in these zip codes, based on past experience?

No preferred venues. Venues must meet the minimum requirements listed in Attachment 1 Performance Work Statement.

22. Regarding Section 5.9: Could you provide a sample daily agenda or conference schedule from previous OACCS Conferences to help us understand the flow of activities and better plan our approach? See Attachment 4 Sample Agenda

23. Please provide the attendance for the last three OACCS conferences, by category, including total number of attendees, as well as the number of speakers, staff, exhibitor personnel, etc.

2020 - 300 attendees (0 guest speakers;

2024 - 450 attendees (1 guest speaker; 49 briefers/speakers; 16 staff; 44 exhibitor personnel/vendors)

24. According to Section 5.1.9, "Military, civilian government employees, committee members, and invited government and industry speakers should not pay the registration fee." What is the anticipated ratio of exempt attendees to those who will be paying the registration fee? None

25. Please provide the name and location of the previous venues where the conference has taken place, ideally for the last five years but at a minimum for the last three years.

This question is alluding to preferred venues. No preferred venues. Venues must meet the minimum requirements listed in Attachment 1 Performance Work Statement.

26. For each space required (e.g., command center, concurrent seminar rooms, exhibit space, etc.) please provide the number of days the space is required.

Command center will be needed for 5 days in total Sun - Thurs of event. All other space will be needed Mon - Wed of event

27. Section 5.5.1 mentions "10 concurrent seminar sessions, with some capable of holding up to 100 attendees per room."

a. Please clarify how many of the 10 concurrent sessions need to accommodate 100 attendees?

At least 5 sessions capable of holding up to 100 attendees

Please provide the required set up for each room required (e.g., theatre, classroom, etc.). Theatre seating for each session

28. With respect to the exhibition space in Section 5.6.1 please provide the following information:

a. What types of booths are provided? (table tops, 8’x8’, 10’x10’, etc.)?

This will be coordinated between the venue, the vendor and the exhibitors

i. How many of each type have you provided in the past, on average?

2024 - 20 8x8 tables provided with exhibitiors coordinating with venue for A/V and electrical requirements

b. What booth package should be provided for each space (e.g., table with two chairs, pipe and drape, standard ID sign, etc.)?

Government does not determine; vendor discretion

c. Please confirm that any costs outside of the standard booth package (e.g., custom carpet, electricity, internet, AV or IT support, custom furniture, etc. will be paid by the exhibitor.

Any additional cost coordinateded between venue and exhibitor.

Please confirm that the only signage anticipated is standard booth ID signs.

Only signage anticipated is standard booth ID signs.

29. In reference to Section 5.3.1, the PWS specifies "a room capable of seating twenty (20) personnel to serve as the conference staff/NGB A2/6 personnel base of operations." What is the preferred layout and setup for this Command Post/operations center? Classroom seating

30. Is there a hotel room block required for the participants? Yes

a. If so, please provide an estimate of the number of rooms needed for each night of the conference, and for any shoulder nights (if applicable). Minimum 250 rooms needed for each night b.Section 5.1.6 lists IT/AV support requirements but doesn't specify quantities.

Could you provide the exact quantity requirements for microphones, projectors, screens, etc., for the general session room?

Based on venue size (min 1 of each (but not limited to) podiums with microphones, lavaliere microphones, LCD projectors, projection screens)

31. Are there any publicly available recordings of prior OACCS Conferences that the Government can share, so that the Contractor may get a sense of the production value expected/desired? None at this time

Does the Government have a preferred registration or email platform/provider that is already approved for the "auto-email system" mentioned in Section 5.4.1?

Vendor discretion, government does not have a preferred platform

32. Are there any specific security requirements for the website described in Section 5.4? None at this time

a. If so, please specify these requirements. N/A

33. Are there any accessibility requirements for the website described in Section 5.4 (e.g., WCAG 3.0)?

Standard web accessibility requirments, but also must be able to be access from the AF Network

(AFNET)

34. From the “Virtual Tech Expo” portion of the website, are there any requirements for data and/or analytics that the Contractor must provide to the virtual exhibitors (including Government exhibitors) after the event? Vendors discrection

35. Is the contractor permitted to offer paid promotional opportunities or sponsored content within the app?

Any service associated with Attachment 1 Performance Work Statement is expected to be provided at no cost to the Government. Review sections 5.0 through 5.12 of Attachment 1 Performance Work Statement. The Government will not fund any provided service. All revenue generated for the Contractor will occur via advertising, registration, sponsors, exhibitors, etc.

36. Has the Government used a preferred mobile app platform or provider in the past that would be suitable for the requirements in Section 5.2? Are there any mobile app platforms or providers that the government prefers to avoid (e.g., due to past experience, security concerns, a steep learning curve, etc.)?

AF Connect was the mobile app utilized in 2024 but not required for future events. No apps/platforms the govt would like to avoid

37. For both the registration website and the mobile application, please confirm that it is acceptable to use a semi-custom, off-the-shelf product, such as CVent (or similar existing customizable product).

COTS (Commercial Off-the-shelf) products are authorized but must be able to be accessed from the AF Network (AFNET)

38. For the OACCS Conference Guidebook (Sections 5.8.1 and 5.8.2), could you provide specifications for:

a. Expected page count of the typical guidebook. No expected page count

b. Preferred dimensions, paper quality, and binding requirements. Vendor discretion

c. Whether the guidebook should be in color or black and white. Vendor discretion

d. Total number of guidebooks expected.

Enough to accommodate all attendees;

electronic (email) option available as well

The PWS mentions that quantity should be sufficient for all attendees. Does this include exhibitor personnel? Speakers? Staff?

Exhibitors and speakers will also require guidebooks

39. Section 5.1.13 states that the contractor is required to "provide all signage for the conference" but does not specify quantities or dimensions. How many directional and informational signs are typically needed, and are there specific size or material requirements? Vendors discretion

40. For the vendor exhibition described in Section 5.6:

a. What are the typical booth sizes required or preferred? Vendors discretion

b. Are there specific requirements for booth setup (e.g., pipe and drape, tables, chairs, electrical, etc.)? Determined by the vendor and exhibitors

41. Section 5.6.7 requires the contractor to "Coordinate and confirm sales of exhibition booth spaces" but does not specify pricing.

What is the typical fee structure for exhibitor booths that has been used in previous years, or is the contractor expected to set these rates? Government does not determine

42. Please provide the expected number of speakers participating in the event. If any information is known about the breakdown of speakers (between military, civilian government employees, committee members, and industry), please provide that information. Currently only one confirmed guest speaker

43. PWS mentions performing duplication services. Please provide some details on the amount and type of materials expected to be duplicated. Listed in Section 5.8 OACCS Guidebook

44. Please confirm whether the client will pay for the duplication costs (especially given the no-cost nature of the requirement and in order to keep fees reasonable).

Any service associated with Attachment 1 Performance Work Statement is expected to be provided at no cost to the Government. Review sections 5.0 through 5.12 of Attachment 1 Performance Work Statement. The Government will not fund any provided service. All revenue generated for the Contractor will occur via advertising, registration, sponsors, exhibitors, etc.

45. In the event of government limitations on travel as mentioned in Section 5.12, would the Government consider a fully virtual alternative, or would the conference be canceled/postponed? Virtual alternative

46. For the supplies mentioned in section 5.3.8., please provide the following information:

a. What supplies, if any, is the contractor anticipated to provide for the overall event? Listed in PWS and any supplies the

b. Is the contractor expected to provide badges, lanyards, folders, etc.? If so, please specify).

Yes badges lanyards and folders should will be provided by the contractor to cover all attendees

47. For any supply provided by the client and which the contractor needs to shop, please specify the total anticipated number of boxes and weight expected for these shipments and confirm the shipments will be domestic and ground/standard service.

Vendors determination. All supplies will be provided by the contractor

48. Section 5.3.9 requires a "Complimentary shuttle from designated attendee parking area to conference site." Is the contractor permitted to pass through these costs directly to attendees as a separate fee, or must these costs be absorbed into the overall registration and exhibitor fee structure? Cost shall be absorbed

49. Are there specific elements or formatting the Government expects to see in the Quality Control Plan that is required by Section 1.4.3 of the PWS, or is entirely at the discretion of the Contractor?

The Contractor shall develop and maintain an effective QC Plan (QCP) (Deliverable) to ensure services are performed IAW Attachment 1 Performance Work Statement. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s QCP is at the discretion of the Contractor and is how it assures itself that its work complies with the requirements of the contract.

50. Are there any restrictions on advertisement pricing, the percentage of the guide that can be devoted to advertisements, or the types of companies and organizations allowed to advertise in the Conference Guide as described in Section 5.8.3?

No. Also, any service associated with Attachment 1 Performance Work Statement is expected to be provided at no cost to the Government. Review sections 5.0 through 5.12 of Attachment 1 Performance Work Statement.

The Government will not fund any provided service. All revenue generated for the Contractor will occur via advertising, registration, sponsors, exhibitors, etc.

51. In section 6.0, the PWS mentions applicable publications but does not always specify which clause or paragraph is applicable (for instance, which clauses of the FAR and DFARS, would apply.

Attachment 2 COMBO (Combined Synopsis/Solicitation) specifies all applicable FAR and DFARS clauses and paragraphs.

a. The same question would apply for any broad publication, manual, etc. listed. These texts have a multitude of clauses and often various options within each clause which may or may not apply, depending on the requirements.

Attachment 2 COMBO (Combined Synopsis/Solicitation) specifies all applicable FAR and DFARS clauses and paragraphs.

52. Do you have an estimate on how many lodging rooms will be needed? Minimum 250

53. Who is the incumbent for this contract?

There is not an incumbent Contractor. This is a brand new requirement for the Government.

54. How many years has the NGB been hosting this conference? 2 years prior

55. How many exhibitors have you had in the past and what was the price for a 10x10 booth?

20 exhibitors previously but no revenue incurred from those attendees

56. In past years, what was the percentage of free government attendees to paid attendees and the total number of attendees? No revenue incurred from previous events

57. What was the registration fee for non-government attendees? $0

58.+81:85 3 WEEKS IS NOT MUCH TIME TO

SEARCH FOR AND CONTRACT A VENUE FOR

AN EVENT. IS THERE A VENUE THAT IS

ALREADY CONTRACTED FOR THE 2025

EVENT? No venue has been contracted for 2025

59. ARE THE MEETINGS MENTIONED IN 1.4.8

OF THE PWS VIRTUAL OR IN PERSON? HOW

MANY IN PERSON MEETINGS ARE REQUIRED

Post award/periodic progress meetings can be held virtually or in-person based on govt and vendor availability.

60. 1.4.1.2. – 1.4.2, 1.4.5, 1.4.6.1 IS LISTED

AS RESERVED. CAN YOU EXPLAIN? Reserved means left blank.

61. CAN YOU ELABORATE ON DOCUMENTS

AND MATERIALS? DO YOU PROVIDE THE

VENDOR EXHIBIT HALL SOLICITATION LIST? IF

THE CONTRACTOR PROVIDES THEIR OWN

DATABASE TO SOLICIT EXHIBITORS, DOES

THIS BECOME PROPERTY TO THE

GOVERNMENT?

Documents and materials including agendas, this would belong to the government. No the government does not provide the exhibit hall solicitation list. No the list database would not become property of the government

62. HOW MANY SESSIONS AND MEETING

ROOMS ARE REQUIRED FOR THE PROGRAM?

WE WILL NEED TO KNOW HOW MANY ROOMS

TO EXPECT IN ORDER TO ADEQUATELY

RESPOND TO THE SOLICITATION. Minimum 8 meeting rooms Maximum 10.

63. ARE THE KEYNOTES IN THE SAME

GENERAL SESSION ROOM OR IN 3 DIFFERENT

ROOMS.

Keynotes will be in the same general session room

64. In PWS para 5.1.8 (Provide additional check-in stations for walk-in military/Gov't attendees on first day.) IS THIS FOR REGSTRATION? Yes

65. DO YOU HAVE PREVIUOUS YEAR HISTORY

ON NUMBER OF ATTENDEES GOV/MILITARY

AND NON-GOV/MILITARY?

2020 – 300 military members; 2024 – 450 military members & 44 non-gov/military

66. WILL YOU PROVIDE A LIST OF SIGNAGE

USED IN THE PAST FOR THE PROGRAM?

6 Posterboards utilized with conference logo and several directional signs utilized throughout the venue

67. WILL 100 ROOM NIGHTS AT THE PER DIEM

RATE SUFFICE? WILL DV’S PAY FOR THEIR

OWN ROOMS? ARE ANY ROOMS EXPECTED

TO BE COMPLIMENTARY? IF SO, IS THIS

PERMITTED UNDER GIFT REGULATIONS

Minimum of 250 rooms at the per diem rate for govt/military employees. Non govt/military DVs will pay for their own rooms. No rooms complimentary

68. SMALL BUSINESS PAGE: WHAT IS THIS IN

REFERENCE TO? The conference website.

69. HOW MANY DV PARKING SPACES ARE

NEEDED AND FOR HOW MANY DAYS?

5 spaces needed for the duration of the conference

70. IS THERE A NEED TO SECURE ADDITIONAL

PARKING OUTSITE OF THE VENUE PARKING?

HOW MANY ADDITIONAL SPACES ARE

NEEDED? WHAT SIZE LOT?

Shuttle required if conference location does not have parking available on site.

71. WHAT WILL THE ROLE OF PARKING LOT

VOLUNTEERS BE? WILL THE CONTRACTOR BE

RESPONSIBLE FOR SECURING PARKING LOT

VOLUNTEERS? IF THE VENUE HAS COVERED

PARKING, WILL THIS BE A REQUIRTEMENT?

The role of the volunteers will be for security. Not required if venue has covered parking

72. WILL WE HAVE AN AF COMMUNICATIONS

COORDINATOR TO ARRANGE EMAILS TO BE

SENT OUT VIA AFNET? AS A CONTRACTOR,

WE DO NOT HAVE ACCESS TO AFNET.

AF will provide a coordinator that will send out emails via AFNET.

73. In PWS para. 5.4.4 Have separate dropdown for committee members, speakers, and protocol registrations. Provide a dropdown for attendees to sign up for: a) Small Business Forum; b) Small Business Networking event; c) Small Business, or d) Large Business. CAN YOU ELABORATE ON

THIS QUESTION? ARE THERE ICW EVENTS

HAPPENING WITH THIS PROGRAM?

Utilized mainly for vendor networking events or socials that require separate registration.

74. WILL THERE BE A REGISTRATION FEE FOR

THOSE THAT WILL VIEW THE LIVE STREAMING

TO COVER THE COSTS OF THIS SINCE THIS IS

A COST RECOVERY CONTRACT MODEL?

Govt/military employees will not incur registration fee for live streaming; Vendors discretion for non govt/military

75. IS THE PROGRAM A VIRTUAL PROGRAM,

OR HYBRID PROGRAM? IS THE VIRTUAL

PORTION ON THE TRADESHOW A

REEQUIREMENT? Virtual option is not required

76. HOW MANY “NO COST” BOOTHS ARE

EXPECTED? CAN THIS BE DETERMINED

BASED ON THE NUMBER OF PAID VENDOR

BOOTHS SECURED? Up to 8 no cost booths for mil/govt displays

77. Regarding 5.6.8 Establish a "pre-registration" line for "flightline" booths and its attendees. CAN YOU ELABORATE? HOW

MANY ARE EXPECTED? ONSITE?

This line will utilized to expedite those govt/mil members that have a booth in the exhibit.

78. HOW MANY GFOVERNMENT BOOTHS ARE

EXPECTED? ARE ALL GOVERNMENT BOOTHS

NO COST? Up to 8 no cost booths for mil/govt displays.

79. ONCE AWARDED, THERE ARE ABOUT 90

DAYS TO ESTABLISH, EXECUTE AND

PRODUCE THE PROGRAM, WILL THIS BE A

REQUIREMENT DUE TO TIMING?

FY25 established timelines within the PWS can be tailored due to time constraints

80. WILL A MOBILE APP SUFFICE OR IS THERE

A REQUIREMENT FOR BOTH? THIS IS A

EXTENSIVE BUDGET IMPACT IF BOTH ARE

REQUIRED.

Guidebook can be provided to attendees electronically (email)

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