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FBO DAILY ISSUE OF FEBRUARY 12, 2005 FBO #1174
MODIFICATION

R -- Event/Meeting Planner services in support of the Advisory Committee on Voluntary Foreign Aid (ACVFA).

Notice Date
2/10/2005
 
Notice Type
Modification
 
NAICS
561990 — All Other Support Services
 
Contracting Office
Agency for International Development, Washington D.C., USAID/Washington, 1300 Pennsylvania Avenue, NW Room 7.10-006, Washington, DC, 20523
 
ZIP Code
20523
 
Solicitation Number
M-OAA-GRO-EGAS-1001
 
Response Due
2/19/2005
 
Archive Date
4/19/2005
 
Small Business Set-Aside
Total Small Business
 
Description
SUBJECT: Request For Quotations (RFQ) No. M-OAA-GRO-EGAS ? 1001, Amendment No. 2 to RFQ posted on FedBizOps (WWW.FBO.GOV) of February 02, 2005 Event/Meeting Planner services in support of the Advisory Committee on Voluntary Foreign Aid (ACVFA). The purpose of this amendment is provide answers to questions and to extend the Closing Date. The Closing Date is amended as follows: Change From: February 17, 2005 (4:00 P.M.) To Read: February 19, 2005 (1:00 P.M.) Question 1: What is sought from an event/meeting planner in terms of the cost proposal? Answer 1: The cost proposal is to be evaluated based on the proposed fixed prices for Items 001 and 002. The contractor will procure the best possible pricing for Item 003 after award, within an established budget subject to the Cognizant Technical Officer?s (CTO) approval. No G&A burden or other indirect costs can be applied to Item 003 cost reimbursable costs. Any indirect costs, profit or fee anticipated must be included in Item 001 and Item 002 only as the proposed prices. Question 2: Will meeting planning involvement be restricted to just reimbursement of travel arrangements made by members on their own? Answer 2: In terms of the travel, the Members may be given the option of working with a designated travel agent but many prefer to work with their own agent or buy tickets on their own. The meeting planner should hold a block of rooms in reasonable proximity to the conference facility with the approval of the CTO for a period of time so that the Members get the better rate. Guidance is given for using economy class and most direct flight. Question 3: Has event planning support for these meetings been sought through solicitations in the past? If so, which company/organization conducted them? Answer 3: The current contractor for these services is the The Webster Group, Inc. Question 4: The solicitation mentions "...travel reimbursements for ACVFA members (5 to 10 individuals) who do not reside in the Washington, D.C. metropolitan area". Does this mean that the only travel related expenses in the cost proposal should be for about 20 ACVFA members combined for the two executive sessions on May 19 and October 20 (and no travel for the public meetings)? Answer 4: The members come into town for both the public meeting and the executive session (e.g. May 18 for the public meeting and May 19 for the exec. session) so the travel needs to be planned accordingly. Question 5: How many events do you have in a year? Answer 5: Two more meetings are scheduled for 2005 not including the one this month. Question 6: Is there a form SF 1449 that is required with the submission? Answer 6: No. Question 7: For all dinners, do you want suggestions of restaurants or have these already been chosen? Will the planner also be suggesting locations for the conference facility? Answer 7: Restaurant and menus for the Members? dinner suggestions and conference facility suggestions will be required after award as well as scheduling and coordinating. Question 8: Are AV requirements the same for the Public Meeting as well as the Members Meeting? Answer 8: AV requirements as stated are primarily for the public meeting; we may from time to time need a power point but this is not foreseen. The Members? Meeting is a more informal discussion among the members with USAID staff attending as invited. Question 9: Can the Plenary session room be used as one of the breakout rooms? Answer 9: The plenary session room could be used as one of the breakout rooms. Question 10: The ACFVA Members meeting is suggested as either the same day of the breakout meeting from 3- 6pm or the following day. The public meeting is from 8am ? 6pm, how could the meeting be on the same day? Answer 10: Sometimes, the public meeting ends at 3 pm whereby the executive session can then be held the same day. Question 11: Is there a cost for the public meeting? Answer 11: No Question 12: How many meeting presenters are there? Is the planner having any responsibility for the meeting presenters? Answer 12: The number of meeting presenters has averaged ten. The planner's responsibility pertains to such things as the presenters' name badges, their attendance at the ACVFA Members luncheon, and any special AV needs (coordinating their power point presentation). Question 13: Submissions of Development Experience Documentation (AIDAR Clause 752.7005) ? Should anything be sent to the Development Experience Clearinghouse? Answer 13: Any documents would be sent after award to The Development Experience Clearinghouse, however they should not be contacted in any event since this clause is inapplicable to the RFQ requirement and can be ignored. Question 14: What is the timing of the payment for cost reimbursement for these items? Answer 14: Following the completion of Item 001, the fixed amount for Item 001 can be invoiced along with the costs associated with Item 003. The Prompt Payment Act requires payment within 30 days. Question 15: What are the set up and audio visual requirements for the four small workgroups? Answer 15: The four small workgroups may require the same as the plenary session. Question 16: Do you require a certified court reporter or may we use a professional scientific and medical writer/editor to complete verbatim transcription? Answer 16: A court reporter is preferred. Question 17: What type of room set up is required for the Executive Sessions? What is the Meeting Set-up for the ACFVA (Members only) meeting? Answer 17: Public Meeting Set-Up: Theater is expected but if a small crowd is expected it may be Classroom Set-Up. For the Members only Executive Session meeting a ?Hollow Square is preferred. Question 18: Are we required to book sleeping rooms at government rate? Answer 18: The best rates available are sought. Question 19: How many names will be included in the data base for the post card and flyer mailings? Answer 19: The data base is currently 1600 names and growing for the save the date cards and the flyer. Question 20: Is the progress report required at 100% of the completed work part of the debriefing with CTO at one week post-meeting? Answer 20: Yes. Question 21: Do any locally residing members require sleeping rooms? Answer 21: No. Question 22: Is there any flexibility on meeting dates? Answer 22: Any flexibility is on the CTO?s part, however the present schedule is expected to hold and will only change if there is an unforeseen problem. Question 23: What is a Rapporteur?? Answer 23: A rapporteur takes notes, reads handouts, and oversees the verbatim recording (by tape or stenotype). The rapporteur then provides a meeting report/minutes. Visiting the ACVFA web site contains past reports: http://www.usaid.gov/about_usaid/acvfa/ Question 24: The SOW states, ?website will be created and managed by the CTO, in coordination with the meeting planner?. Please delineate the duties. Also, who will host the website, e.g., ACVFA or contractor? Answer 24: This is a USAID web site so the CTO will "host" -- online registration emails come to her and are automatically forwarded to the meeting planner. END OF AMENDMENT 2 to RFQ No. M-OAA-GRO-EGAS ? 1001
 
Place of Performance
Address: Washington, DC Metropolitan area
Country: USA
 
Record
SN00748927-W 20050212/050210211517 (fbodaily.com)
 
Source
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)

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