MODIFICATION
R -- EVENT PLANNER FOR
- Notice Date
- 12/7/2005
- Notice Type
- Modification
- NAICS
- 541613
— Marketing Consulting Services
- Contracting Office
- Department of State, Office of Logistics Management, Acquisition Management, P.O. Box 9115 Rosslyn Station, Arlington, VA, 22219
- ZIP Code
- 22219
- Solicitation Number
- SAQMPD06Q1006
- Response Due
- 12/16/2005
- Archive Date
- 12/31/2005
- Small Business Set-Aside
- Total Small Business
- Description
- Amendment One (1) to RFQ SAQMPD06Q1006 (Questions and Answers) NOTE: The closing date is clarified to be Friday, December 16, 2005, 5:00 P.M. Eastern Standard Time. The anticipated award will be on or before December 30, 2005. Email your request for a copy of the SF 1449 to mansfieldg@state.gov . All questions regarding this solicitation must be submitted by December 7, 2005. 1. Question: Are the individual events one-day affairs? Answer: Yes. (Evening events (roughly 6 PM-11PM); 3-5 hours in total including up to one hour for networking before and after the event. 2. Question: What kind of food/beverage accommodations should be provide (continental breakfast, am/pm break etc.)? Answer: Light hor doeuvres and beverages 3. Question: Regarding the substantive planning of the event: The contractor?s responsibility would involve recruiting speakers, creating the agenda, and marketing the content? Answer: Department would provide speakers, agenda and content; vendor would be responsible for marketing it to specific target audiences. 4. Question: Will the attendees of this event be charged a fee for registration? Answer: No. 5. Question: Is there currently an incumbent working on this account? Answer: Yes, J. Walter Thompson Company, 466 Lexington Avenue, New York, NY 10017 6. Question: According to the synopsis, a contract award could be made by the end of December 2005, and it is requested that the event planner will begin five events tentatively set for January 9, 2006. a. Are these dates realistic given the fact that a new contractor/vendor would only have nine (9) days to prepare, plan multiple events, negotiate locations, create website, advertise, etc.? Answer: Yes, but for clarification, only the first event would have to be planned by that date. The contract is tentatively scheduled for award on or before December 30, 2005, with five events planned between January 9, 2006 through March 8, 2006. The contractor would have approximately two weeks to plan and market each event. 7. Question: Since this is a simplified acquisition with a ceiling of $100,000, does this mean that both labor and ODC fall under the $100,000 ceiling? Answer: Yes. 8. Question: Please explain in more detail your requirements for submission of a cost proposal. Answer: Labors and ODCs, include a cost breakdown structure to include but not limited to facility rental, vendor travel and light hors doeuvres. 9. Question: Bidders list Answer: No Bidders list. 10. Question: Any difference between old and new statement of work. Answer: Yes, the current contract provides marketing, advertising and recruitment services. 11. Question: Fax or email bid submission ok? Answer: Yes. 12. Question: Please explain what exactly is expected for task ?(b) Provide demographic market analysis and target market recommendations. Answer: In-depth market analysis that provides statistical support to validate ? or invalidate ? events in the chosen markets. 13. Question: Please explain what exactly is expected for task ?(d) Collaborate with U.S. Department of State marketing staff and external public relations and advertising vendors to market and promote events.? Will there be funds for media advertising of the events? Specifically, what mode of advertising is expected and will be funded? Answer: The mode of advertising includes media (print and online) advertising, email marketing, partnership/alliance marketing, networking/word of mouth, and electronic communications, in addition to public relations/media outreach that must be included in the $11,000 budget. The contractor must work and collaborate directly with the Department?s marketing consultant. 14. Question: Please explain what is expected for task ?(f) Develop follow-up marketing campaigns to maintain ongoing relationships with event attendees and interested parties.? What is exactly expected? Specifically, is it envisioned that the contractor will (i) develop a follow-up strategy only, or (ii) actually conduct the follow-up campaign, and for what level of effort or period of time post recruitment conference? Answer: The contractor will use its proprietary (owned and operated) website to maintain communications with event attendees regarding Department of State career opportunities. 15. Question: On the event day, is the contractor expected to interview and/or screen candidates, or will this all be done by State personnel? Please explain the role of contractor staff on the event day? Answer: The contractor is expected to greet, register and manage the event logistics for each event. 16. Question: Are the Cities cited in the Solicitation definite or subject to change? Answer: Pending natural disasters (e.g. New Orleans), or any client-mandated changes, these cities are definite. The contractor must be flexible enough to switch gears at the last minute. 17. Question: According to the description, each event will be attended by 150 people. Are these people from the local areas where the event will take place? Answer: Yes. 18. Question: Will representative from the State department that will attend these events require: -Airfare -Hotel lodging -Ground transportation -Food and Beverage Answer: No. 19. Question: What is the total maximum combined budget for these 9 events? Answer: $99,000 20. Question: It is my understanding that the nine (9) diversity-focused events to be planned are to target mid-career professionals who may have an interest in working for the U.S. Department of State as a Civil Service or Foreign Service employee. So is it safe to assume that the U.S. Department of State will be responsible for securing the workshop presenters (or discussion panelist)? Answer: Yes. 21. Question: In order to secure ample meeting space, how many workshops (or panel discussions) are desired for each conference? Will the workshops (or panel discussions) be held simultaneously? Answer: One. 22. Question: Is there a conference location priority? For an example, should a conference be held in Atlanta prior to being held in Chicago? Can you provide city order and tentative dates (i.e. Atlanta - 1/9-13/06, San Antonio- 1/23-27/06, etc.) Answer: Unknown at this time. 24. Question: Can the same format/schedule be used for each conference location? Answer: Yes. 25. Question: For clarification purposes, please explain the following: ? targeted on-line and off-line programs (Requirement section (a)) ? on-line and off-line metrics (Requirement section (e)) ? on-line and off-line event planning (Technical Evaluation Criteria section B) Answer: Email marketing campaigns, print advertising, event announcement postings, personal invitations/networking, flyers, posters. Tracking metrics must be provided to include general information such as source of information, number of responses, number of RSVPs, number of attendees, number of no-shows, email addresses and additional data to be determined once the contract has been awarded. Online and offline event planning refers to the planning and management of physical and virtual events. 26. Question: What information is desired for the metrics report? Answer: Tracking metrics must be provided to include general information such as source of information, number of responses, number of RSVPs, number of attendees, number of no-shows, email addresses and additional data to be determined once the contract has been awarded. 27. Question: Requirement section (e) ~ Will the on-line and off-line metrics report be the only report to be submitted or should there be a submittal of an overall status report as well? Answer: Overall status report must be included. 28. Question: What types of audio/visual requirements (microphones, projectors, etc.) are needed? Answer: Microphones only. 29. Question: Will the meals be the responsibility of the individual attending the conference or are meals provided by the Department of State to be included in the cost of this proposal? If meals are provided by the Department of State are is there a request for additional meal above the 150 attendees? Answer: Light hor doeuvres and beverages must be included 30. Question: In the Requirements section, the RFQ states "The event planner will provide service for non events, with five events tentatively set for January 9, 2006 through March 8, 2006, with specific dates for the remaining four to be determined at a later date." Have any of the venues or specific dates been selected for any of the five events planned for the January 9 to March 8 events, or will the contractor be required to select venues and sign contracts for them after the contract award date? Answer: Yes, the dates will be determined after the contract is awarded. 31. Question: Does the Department have any expectations or requirements regarding when the events are held: times of day/night? duration of events? week days or weekends? successive days? Or is it the contractor's role to advise the Department about these matters? Answer: Evening events (roughly 6 PM-11PM); 3-5 hours in total including up to one hour for networking before and after the event. Weekdays only. Pending the market and any specific market conditions, the contractor may need to provide advice. 32. Question: For our cost proposal, should we include only our agency's personnel and overhead costs, or do we also need to include estimated costs for venue rental, beverage and snack service, media costs, web hosting and the various other expenses related to our complete response? If all costs are to be included, can you provide a list of the "tentative dates" for each of the first five events referenced above? Answer: Inclusive of everything. The mode of advertising includes media (print and online) advertising, email marketing, partnership/alliance marketing, networking/word of mouth, and electronic communications, in addition to public relations/media outreach that must be included in the $11,000 budget per event. The contractor must work and collaborate directly with the Department?s marketing consultant. No, we do not have the tentative dates at this time.
- Place of Performance
- Address: To Be Determined.
- Record
- SN00947368-W 20051209/051207212002 (fbodaily.com)
- Source
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