MOD | X | Facilities, personnel, equipment and services for lodging accommodations, conference facilities, AV, catering services, for HQ MTMC Training Symposium.

FBO DAILY ISSUE OF JANUARY 13, 2002 FBO #0042
MODIFICATION

X -- Facilities, personnel, equipment and services for lodging accommodations, conference facilities, AV, catering services, for HQ MTMC Training Symposium.

Notice Date: 1/11/2002
Notice Type: Modification
Contracting Office: Military Traffic Management Command, PARC, ATTN: MTAQ, 200 Stovall Street, Alexandra, VA 22332-5000
ZIP Code: 22332-5000
Solicitation Number: DAMT01-02-T-0033
Response Due: 1/18/2002
Archive Date: 2/17/2002
Point of Contact: Toye Latimore, 703-428-2067
E-Mail Address: Email your questions to Military Traffic Management Command, PARC
(latimoret@mtmc.army.mil)
Small Business Set-Aside: Total Small Business
Description: NA This solicitation is hereby amended as follows: 1. Each offeror must provide an electronic version of its proposal on a Microsoft Windows-compatible 3.5-inch 1.4 MB diskette (s) or 650 MB CD-Rom (CD-R) in Microsoft Windows Word 97 and Excel 97 format. 2. The solicitation closing date is hereby extended until January 18, 2002 at 1:00 P.M. The cut-off date for questions will stand at January 10, 2002 at 10:00 a.m. 3. CLIN 0091 is hereby added to the CLIN Structure sheet for the base year as follows: 0091 Name Badges Qty: 1,600.00 Unit Price: Total Price: FFP-See Attachment 3, Approximately 1600 name badges with attendees name, organization and city/state. Approximately 400 ribbons for special categories of attendees. 4. The following CLINS are hereby added to the base year and option year: 0092 Refreshment Breaks, Qty: 60 ea Unit Price: Total Price: Coffee, Light Pastries, Sunday & Monday 1092 Refreshment Breaks, Qty: 60 ea Unit Price: Total Price: Coffee, Light Pastries, Sunday & Monday 5. In paragraph 8.4 the following sentence is hereby deleted: In addition, the Contractor shall arrange refreshment breaks on Sunday and Monday for approximately 60 attendees of the Leaders and RC Meeting. 6. The following language is hereby added to paragraph 8.4: There will be two morning breaks. The first will be an early-morning coffee/tea break followed by a mid-morning break with coffee/tea, light pastries and whole fresh fruit. 7. Para 2.14, facilities located within the Washington, DC metropolitan area shall not be acceptable should be added. 8. The following are questions received from industry with responses from the government. 1. On page 2, there are 5 separate references on this page that list FFP for those of us not familiar with the Government lingo please define that FFP means or what is stands for. Response: FFP Stands for Firm Fixed Price 2. Items 0017-0068 list equipment of some variation that supports the conference. Each item refers to Attachment 3 as a reference point. The first paragraph in Attachment 3 states applicable hours for servicing are 12:00 noon Sunday through 6 pm Friday. That period encompasses 126 hours over a six-day period. The average technician works a 40-hour week. How many technicians does the Government propose be available at any one time in order to fulfill the Government's needs in a manner they require? Are the labor hours, lodging costs and food per diem to be included as a part of each equipment line? Response: The government cannot advise Offerors as to how many technicians will be required. 3. On page 15, item 0071 and item 0072 ask for a unit price for parking. However, in the description for both listed on page 15 the word, complimentary is listed. Please clarify if the Government expects the parking for these items to be complimentary or for there to be an associated unit price. Also, respond to the same question for item 1072 and 1074 on page 31 and page 32. Response: Parking should be complimentary for items 0071, 0072, 1072 and 1074. 4. On page 18 and page 35, the base year lists 90 separate items for the offeror to bid on and the option year lists 91 separate items for the offeror to bid on. Why is there a difference between the two years when the contract appears to the mirror image from one year to the next? Response: See items 3 & 4 adding an additional CLINS. 5. On page 35 under the title Delivery Information it lists CLINS instead of Items as listed on the previous 34 pages. What is the reasoning behind this? Are the words CLIN and ITEM interchangeable? Are they the same thing? Response: Yes 6. Please explain the Inspection and Acceptance terms chart listed on pages 42-45 and what their purpose is and what meaning they have to an offeror? Response: See FAR Part 46. 7. Page 47 lists the Table of Contents lists section 2.0 General as having 17 rela ted paragraphs yet it appears to have 20 related paragraphs as listed on page 53. Please clarify which of the two is correct. Response: 20 8. The Table of Contents lists section 9.0 Registration as having 11 related paragraphs yet it appears to have 14 related paragraphs as listed on page 65 of 97. Please clarify which of the two is correct. Response: 14 9. Box 15 of the SF 1449 lists the Deliver To address as: HQ MTMC's address. Does this mean that you want all of the physical equipment and items listed in Attachment 3 delivered to HQ-MTMC? Response: All equipment will be delivered to the place of performance 10. On page 2, item 0002 has a reference paragraph listed as 4.10 yet, the specific meeting room requirements are listed from 5.0 through 5.15. Please verify that the number associated with item 0002 is meeting facilities cost for paragraph's 5.0 through 5.15 and if it is not please verify which paragraphs this covers? Also, respond to the same question for Item 1002 on page 19. Response: Paragraph 4.10 provides the definition of meeting facilities. 11. It appears after reading the RFQ that the Symposium Agent (2.4) will have an extremely large time commitment of 1,000-1,500 hours dedicated to this project per year (2,000-3,000 hours for both years). Is this an accurate time estimate or can the Gove rnment provide a better number of dedicated hours per year for the Symposium Agent? Response: See SOW para. 2-4. 11. Under what specific item number does an Offeror submit the costs for the Symposium Agents hours? Response: The government cannot advise offerors on how to construct their cost portion of their proposal. 12. On page 72 the Internet Communication Support listed in Item #36 asks for IP Address for 40 Government used on site computers. Please clarify that the Government is requiring 40 IP addresses that would be needed for 7.5 days. Response: Yes 13. We are unable to view or to download amendment 3 of the RFQ as listed on the web page www. mtmc.army.mil. Although it is listed as a selection, we are unable to obtain it. Could you provide a copy or a new address to view and print amendment 3? Response: Amendment 3 has been repaired for viewing as of January 10, 2002. 14. Amendment 4 amends the questions due date to January 10, 2002 at 10:00 a.m. and the proposal deadline to January 14, 2002 at 10:00 a.m. We do not feel these deadlines are realistic as the Government may respond to questions via amendments on January 1 1th or January 12 and an offeror would not have time to adjust their bid, print it and overnight it to you by 10 a.m., Monday January 14, 2002 deadline. With the Government being closed on a weekend and proposals not being accepted via courier or mail and proposals being due at 10 a.m. on a Monday, they must be sent on January 10, 2002 to ensure timely delivery. In an effort to have a better timetable of what lies ahead, when will the government have all of the questions answered and posted to Offerors? Will the Government extend the time deadline of January 14th to January 15th at 3:00 p.m. to compensate for the preceding weekend and close question answer period? Response: The deadline for receipt of all proposals has been extended in accordance with amendment 5 dated January 10, 2002. 15. In general what type of contract is being considered, i.e. firm fixed price, time and materials, cost plus fee, etc., Response: Fixed Price Contract 16. Why is there no identification of labor categories for other labor areas besides the production staff, i.e., report writing, catering, coordination, registration management, web management, announcements, assembly of attendee materials, etc.? Response: This award will not result in a labor hour contract, therefore, no labor categories are designated. 17. Does the on-site requirement mean that the Professional Production Staff will be required to stay on site until the Thursday (of the next week) after the symposium? Response: Yes 18. How can the registration staff handle all pre-registration requirements and inquiries from attendees when they have only been identified to work on-site at the symposium from the Saturday prior to the Symposium through Wednesday, after the Symposium? Response: See Para. 9.0 for advance registration management requirements. 19. Does the on-site requirement mean that the Professional Registration Staff will be required to stay on site until the (Wednesday (of the next week) after the Symposium)? Response: Yes 20. Why are there no contractor labor identified for arranging for lodging accommodations for Thursday through Monday? Response: This is not a labor hour requirement. 21. Is the government making a commitment or providing advance payment to guarantee the number of blocked lodging rooms per the COR's estimate? Response: No 22. Is the government making a commitment or providing advance payment to guarantee the hotel/conference facilities? Response: No 23. Is the government acting as prime contractor and therefore inserting terms and conditions in a contract between the government and the hotel/conference facility or is there privity of contract between the contractor and the hotel/conference facility? Response: No 24. Is the COR working under a different contract to identify an Exhibition Hall Manager and Exhibition Company? If not, is this position and the company a responsibility of the contractor? Response: No, reference should be 6.6 not 6.5 25. Is the COR providing a separate contractor for pipe and drape, electric, telephone lines, AV, tables and chairs? Response: No 26. Is the Government providing a separate contractor for all trash removal and cleaning of the Exhibit Hall from load-in to load-out? Response: No 27. Are liability and indemnification clauses already covered in the contractor's commercial insurance policies? Response: The government cannot address what is covered in the Contractor's insurance policies. 28. NDTA-does this mean that the contractor will not have any responsibilities under 7.0 Catering and 8.0 Food and Beverage Requirements? Response: No 29. If so, is it expected that the contractor become a subcontractor to NDTA or have some other arrangement with NDTA? Will the government guarantee payment for breakfast, lunch, dinner and refreshment breaks to the contractor or NDTA or the hotel/confere nce facility? Response: The contractor is responsible for catering and food & beverage requirements as outlined in para. 7.1 and 7.2. However, the contractor is not responsible for catering and food and beverage as outlined in para. 7.3. NDTA has been removed from t his solicitation in accordance with amendment 2 dated 6 December 2001. 30. Is there any way for the contractor to staff for advance registration since no labor categories have been identified to accomplish it? Response: This is not a labor hour requirement. 31. Is there any way for the contractor to staff a secure, Internet web site, developed and maintained by the contractor when no labor categories have been identified to accomplish it? Response: No, this is not a labor hour requirement. 32. Are all the attendee materials (name badges and ribbons, tote bags, rosters, etc.) being provided by the Government? Response: No 33. Are Registration Paid receipts to be processed and distributed on-site at the registration desk during the registration process? Response: Yes 34. Are there any government vouchers approved for payment? Response: No 35. Is the government asking for an accounting of credit card transaction fees on the contract between the contractor and its credit card processing company? Is there any privity of contract between the government and the credit card processing company? Response: No 36. What costs borne by the contractor and whic h costs borne by the Government are to be the basis for the establishment of the registration fee amount? Response: The registration fee is established from the per person cost of food and beverages. 37. Are Administration Cost normally considered Other Direct Costs (ODC's) and if so are there other ODC's considered? Response: Yes 38. Does the Government want the hotel/conference facility to provide shuttle service as an option or as a cost reimbursement expense? Response: No 39. What is the weighting for each of the technical factor elements listed? Response: Refer to the Evaluation Criteria in the basic solicitation and adjectival ratings. 40. Is the purpose of item 0001 and 1001 to include services not specifically listed in other item numbers: Response: Line item 001 is for the base year CLINS and Line item 1001 is for the 1st option year. 41. Item 0007 lists the registration reports in attachment 4 as a separate dollar figure line item yet in item 0005 the MTMC has already covered this cost in 9.13. Is there a mistake in Item 0005 and it should be removed from item 0005 and left as item 00 07 or should it be left in 0005 and then you will retract item 0007? Will the Government submit a replacement page for Page 3 of 97? Does this answer apply to the option year as well? Response: CLIN 0007 is for Registration Reports and CLIN 0005 is for Registration fee Management. 42. The item numbers listed on page 5 of 97 through page 18 of 97 are very misleading as they do not match or correspond with the item numbers in references in attachment 3. For example, on page 12 of 97 item 0055 is listed as a laser pointer and refers t o attachment 3. Yet the only laser pointer in attachment 3 is item 39. Is this the correct reference? Because there is so much equipment how are we to know what the references refer to if the item numbers do not match? Response: CLIN 0055 does match with Item 39 43. Item 0070 asks for a cost for name badges and lists attachment 3 as a reference, but attachment 3 does not list name badges anywhere. Is this a mistake on the part of the Government? Should we still bid on this line? Does this answer apply to the op tion year as well? Response: See Item 54 on attachment 3 44. Item 0070 asks for a cost for name badges but it appears that the name badge price was quoted in item 0005. What is the total number of name badges on the government is requesting? Where do we bid on this total quantity? Does this answer apply to th e option year as well? Response: Item 0070 and item 0005 are 2 separate CLINS. See Item 54 on attachment 3.
Web Link: Army Single Face to Industry
(http://acquisition.army.mil)
Place of Performance: Address: Military Traffic Management Command, PARC ATTN: MTAQ, 200 Stovall Street Alexandra VA; Zip Code: 22332-5000; Country: US
Record: SN20020113/00013931-020112090457 (fbodaily.com)
Source: FedBizOpps.gov Link to This Notice
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X -- Facilities, personnel, equipment and services for lodging accommodations, conference facilities, AV, catering services, for HQ MTMC Training Symposium.