MODIFICATION
R -- Events Planner/Coordinator
- Notice Date
- 2/11/2003
- Notice Type
- Modification
- Contracting Office
- National Archives and Records Administration, NAA, Acquisition Center, 8601 Adelphi Road, Room 3360, College Park, MD, 20740-6001
- ZIP Code
- 20740-6001
- Solicitation Number
- NAMA-03-Q-0008
- Response Due
- 2/14/2003
- Point of Contact
- Santo Plater, Contract Specialist, Phone 301-837-2059, Fax 301-837-3227,
- E-Mail Address
-
santo.plater@nara.gov
- Small Business Set-Aside
- Total Small Business
- Description
- The following are questions and answers for NAMA-03-Q-0008, Events Planner. *** THERE WILL BE NO FURTHER QUESTIONS ANSWERED PRIOR TO AWARD OF THIS SOLICITATION.*** THERE HAVE BEEN NO CHANGES TO THE ORIGINAL COMBINED SYNOPSIS?SOLICITAION. THE CLOSING DATE REMAINS UNCHANGED 1. Will you accept the proposal by Email? Answer: Yes, we will accept proposals by email. However, please contact Santo Plater by phone after you send your proposal to ensure that she has received it. 2. Should we figure Other Direct Costs, ie sound, lighting, staging, security, transportation, etc into the proposal? Answer: It is not necessary to include other direct costs. As the Events Planner, you will be responsible for making contact with the responsible agencies that will provide these requirements such as security, transportation etc. In the event it can?t be provided for through local and Gov?t agencies, the Events Planner will be then do market research and provide three sources to NARA who in turn will contract out for these services. 3. Is there an incumbent events planner contractor with NARA who will be considered for this project? Answer: The Foundation for the National Archives, a public/private partnership with the National Archives and Records Administration, has contracted with an events planner to oversee the Foundation-related events surrounding the reopening of the Rotunda for the Charters of Freedom. They are eligible to compete for this award also. 4. The RFQ mentions working with the "...current Foundation-contracted events planner and public relations firm..." Who is the current the current firm? What is the contact's name and number? Answer: The public relations firm that the Foundation has contracted with is Susan Davis International the Events Planner that the Foundation has acquired is Peachey and Associates. The Events Planner that gets this award will be required to work closely with these two companies. 5. When is the anticipated award date? Answer: The anticipated award date is March 1, 2003 6. Is there a possibility of multiple awards to small businesses? Answer: NARA anticipates making a single award for this requirement. 7. What constitutes as similar work / similar magnitude? Answer: a. Have you performed as an Events Planner in the past and if so was it on this scale, (involving as many activities, coordination efforts, high profile officials, etc...) b. By magnitude we refer to dollar value. For example if you performed as an Events Planner where the dollar threshold was $25,000.00 and this project was for $100,000, that would not be the same magnitude of work. There would be a lot more involved in a $100,000.00 project versus a $25,000.00 project. If you have performed as an Event s Planner on a $500,000.00 dollar project, it would safe to say that you could successfully accomplish this project. 8. If the Offerors has not have any similar work/similar magnitude experience but does have years in event planning experience and can show in the RFQ that the Offerors can successfully do the work, will their RQF still be even consideration? Answer: Based on the events that you have SUCCESSFULLY coordinated, and the magnitude of those efforts, we would determine if they would be considered relevant. 9. Are there any cost that the government will be responsible for and should not be included in the Offerors bid, i.e., Insurance, liability? If so what are they? Answer: Any subcontract costs will be borne by NARA (see #11). 10. How many inquires/bidder for this RFQ ? Answer: There is no way to anticipate how many quotes will be received for this effort. We will know that at 3:30 on February 14, 03. 11. Can the Event Planner have a partnering Events company or subcontract work out? Answer. Each agency can devise their quote any way the see fit to make the end result a success. If you would like to hire someone/persons to assist in your effort that should be incorporated into your total fixed price amount. Your strategy of how to make this event successful, to include any work that you feel should be subcontracted out, will be taken into consideration as part of the evaluation for award. 12. What is the turn around time when we will heard back if our RFQ is being considered? Answer: We plan to make award no later than March 1, 03 and all unsuccessful bidders will be notified on or around that date. 13. Do you want the brochures and or literature of our business? Answer: Any additional information that you can provide to better reflect your company?s credentials/abilities is appreciated. The most important information will be your past performance and your anticipated method of performance for this project. 14. Will W.U. choose the P.R. firm? Answer: No as stated in paragraph 4 above, The Foundation has a PR firm and NARA has Public Affairs personnel. The Events Planner will work closely with these individuals. 15. Will W.U. solicit the volunteers? Answer: Yes, the Events Planner will be responsible for attaining volunteers where ever feasible. 16. Do we provide the horses and horseman? Answer: The events planner will attempt to get volunteers, if this must be subcontracted out, the events planner will do the market research to get three sources and provide that information to NARA. NARA will in turn issue a separate purchase for that service provided. 17. Will there be any type of food provided, if so do we provide it? Answer: The events planner will not be responsible for any food provided at any of the stated events. Just the coordination of the events. 18. I was wondering how I could get more information regarding the request for proposals for the above event? Including how we might bid on such a project. I appreciate your response. Answer: You would have to be more specific and state what additional information you are interested in. Hopefully the attached questions will provide you with the additional information you need. 19. Does the offeror need to include any Reps and Certs besides 52.212-3 and 52.212-5 in the proposal? Answer: To bid, simply forward your proposal based on the provided statement of requirements. You will need to complete ALL areas of the Representations and Certifications. 20. a. Under the details section, September 17 reopening ceremony: At the bottom, for the items in brackets: to what does the etc. refer? Answer: NARA has provided a basic agenda for what we envision to be a successful sequence of events surrounding the reopening of the Archives I. What we are looking for from the successful awardee is the creativity to embellish on what we have provided to turn this event into something spectacular and memorable for all. The etc? is what we are wanting the Events Planner to come up with. b. And, are they not asking for services with regard to preparing the invitation for mailing, or any services in connection with the set up of the event itself? Answer: We need the Events Planner to comprise the overall ?big picture? of events that will transpire. The specifics will be worked in more detail at a later date. The invitations and things of that nature will/have already been handled by NARA and the Foundation. 21. Under the details section, September 18 thru 21st: At the bottom, for the items in brackets: please clarify the meaning of coordinate media coverage---does this mean the selected firm handles it entirely? Or does the selected firm work with an in house media person? Answer: The events planner will work with in house and contracted media to coordinate media stops and coverage. 22. And to clarify the budget attachments required: Answer: Provide your total firm fixed price for this requirement. ( A detailed breakdown of your cost is not required.) 23. Does the proposal require only the budgets for those components that the contracted firm would be working on? For example, under September 17, there are a lot of other costs connected with such a ceremony, but the proposal is not asking for participation in those components. Answer: While the ceremony is basically straightforward, the events planner should factor in any costs they think would be incurred to conduct a ceremony in the Rotunda. 24. In terms of the budget, are you asking for us to submit our budget for what it will cost to execute the event and/or or budget to execute the event alone. If so, is this inclusive of our costs? Answer: As stated in item #22 above, you are only required to submit a total lump sum price. 25. How many pages should this RFQ be. Is there a limitation? Answer: There is no limit to the number of pages submitted, however, please keep in mind that this is a simplified acquisition. 26. We are interested in responding to this request for proposal. What is due by what date? Is the complete proposal due on the 14th? Answer: February 14, 03 at 3:30 is the closing date for all submitted quotes to include a complete proposal. 27. PERFORMANCE PERIOD: The performance period referenced in the RFQ is for 90 days of planning between March 01 and October 15, 2003. Will your staff execute all the scheduled events during September or does the RFQ need to include planner fees for those three weeks as well? Answer: The Events Planner will be responsible for the planning and execution of all scheduled events and therefore should be reflected in your total bid price. 28. COSTS: The RFQ calls for budgeting all costs. Does this mean I am expected to budget now for things such as: the actual copies of the Charters of Freedom, audio/visual (including lighting and video wall needs), generator power for all outdoor activities, travel accommodations for all of the 15 governors being invited, printing and mailing of all invitations, volunteers to provide tours of the Rotunda, public relations support referenced as "Media Coordination," and any other activities, suppliers or vendors that "I" foresee might be required? Answer: We need costs for a general look and feel of the day. Don't need to include invitations, volunteer tours of Rotunda, but if a video wall is needed, that would be included as overall look and feel of the day. 29. SPONSORSHIPS: What percentage of the entire costs are you expecting to be realized through corporate or in-kind sponsorships? What benefits can be offered to partners? Are there any events that sponsors are not allowed to be represented at or included in? Will the sponsorships dollars be paid directly to the NARA Foundation, or will the planner use these monies to fund all scheduled activities? Is the planner responsible for producing the collateral materials needed for solicitation? Answer: Although we would like all of our costs covered, we expect only a small percentage of costs will be borne by partnerships. Money received would probably be deposited with our Foundation. 30. PAYMENTS: Can you please clarify "Milestone Payments?" I couldn't find a reference to this language in Sec. 32 of the FAR. Answer: NARA will authorize partial payments based on actual costs incurred/effort. The specifics of these payments (i.e. frequency, amounts,) will be worked out after award. 31. CONTRACT LINE ITEM #: CLIN 0001. Where can I find information on what this means? SECURITY: There is no mention of security needs for any activities. Will the planner be responsible for planning and budgeting this cost? Answer: CLIN 0001 refers to the line item number for this project and there is only one, which is the Events Planner. The Events Planner will not be responsible for security. 32. MEDICAL/EMT SERVICES: Again, there is no mention of these services in the RFQ. Shall I budget for these costs now? Answer: No, however if these services will be needed, you should list them (but not necessarily include costs.) 33. STREET CLOSINGS: For the actual week of the unveiling and tours at the NARA, do you anticipate activities to occur along the street such as within a mini fair/festival? Answer: Probably not, however we anticipate participating in a festival on the Pennsylvania side of our building for the weekend of September 20-22, 03, but should not require street closures. 34. PAST PERFORMANCE REPORTS: I have been planning events for 15 years and opened my own small business in March of last year. In addition to the events I produced since last year, would you accept past performance reports from events I produced while being an employee of a company? I could supply letters of reference, etc. Answer: Yes, whether you worked independently or for an agency all past performance is welcomed to establish your abilities NOTE: THIS NOTICE WAS NOT POSTED TO FEDBIZOPPS.GOV ON THE DATE INDICATED IN THE NOTICE ITSELF (11-FEB-2003). IT ACTUALLY FIRST APPEARED ON THE FEDBIZOPPS SYSTEM ON 19-MAR-2003. PLEASE CONTACT fbo.support@gsa.gov REGARDING THIS ISSUE.
- Web Link
-
Link to FedBizOpps document.
(http://www.eps.gov/spg/NARA/NAA/AC/NAMA-03-Q-0008/listing.html)
- Place of Performance
- Address: 700 Pennsylvania Ave, NW Washington, DC
- Zip Code: 20408
- Country: USA
- Zip Code: 20408
- Record
- SN00283521-F 20030321/030319230206 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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