X -- THIS SOLICITATION IS HEREBY MODIFIED TO RESPOND TO QUESTIONS FROM INDUSTRY AND TO DELETE THE LANGUAGE GAMING CITIES AND LABOR CITIES FROM PARAGRAPHS 2.14 AND DELETE PARAGRAPH 2.19 IN ITS ENTIRETY.

Notice Date

December 18, 2001

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

January 7, 2002

Point of Contact

Toye Latimore, 703-428-2067, FAX 703-428-3325

E-Mail Address

Military Traffic Management Command, PARC (latimoret@mtmc.army.mil)

Description

The following are questions and responses from industry in regards to the solicitation. Paragraph 2.19 is hereby deleted in its entirety. 1. What is a labor city? We need clarification to let the hotels know whether to be used or omitted. Response: Paragraph 2.14 & and the language gaming city & labor city in paragraph 2.19 have been removed in their entirety. 2. What is the percentage of government rooms that will be needed? Response: Refer to CLINS for breakout of room requirements. 3. Is it possible to shift the pattern from Sunday through Monday? Response: The pattern for the symposium must remain Monday through Thursday. This eliminates the requirement for the Government to pay overtime for employees traveling on weekends 4. Are we to submit our final selection on a Hotel/Convention Center as part of our Proposal or are we to give a selected few recommendations, ranked according to our selection criteria? If it is only one location, will that location be the one used for the conference if our organization is selected as the winner? Response: Yes, submit the final selection in accordance with Paragraph 2.11. 5. Is this a Firm Fixed Price, Time and Materials, or Cost Plus Fixed Fee Contract? Response: Fixed Price Contract 6. Can we get progress payments for planning and preparation hours associated with the Symposium Agent and our Web Developer's time (which are costs incurred well in advance of the actual week of the conference); and also some hotels and vendors will requ ire deposits -- can these deposits also be progressed billed as incurred? Response: No, but the government would consider commercial interim payments in accordance with FAR Part 32. 7. Please explain -- for non-government attendees you would like the hotel rates quoted exclusive of taxes and fees...does this mean that non-government attendees will have to be responsible for those fees or does that mean you would like contractor to negotiate with the hotel to accept no taxes and no fees on hotel rates? We understand that government attendees will be excluded from the tax and fee charge by virtue of being government. Response: Applicable taxes and fees should be separately stated. 8. Are there any differences in processing a government credit card from processing any other credit cards? If so, what are the additional requirements? Response: Yes. The processing and transactions charges imposed by credit card companies are typically higher. 9. Are all exhibitors government or are there industry exhibitors as well? If not, are the industry exhibitors responsible for the fees associated with their booths or does the government pay those fees? If industry is responsible for paying fees , do they pay the government directly or do they pay contractor, i.e. how are funds collected for the booths? Response: Any fee associated with industry exhibitors are collected by MTMC or their designated agents. 10. How does the COR establish the registration fee? Are fees based entirely on the cost of food and beverages as quoted from the caterer plus contractors admin fee? Response: The registration fee is established from the per person cost of food and beverages. 11. Has this conference been held in the past or is this the first conference hosted by MTMC? If it has been held in prior years, what were the registration fees on most recent conference? Response: MTMC has been hosting the symposium since 1994. The registration fees for the last two years and the forthcoming year are: 2000-$150 2001-$200 2002-$200 12. What has been the registration fee assessed in previous conferences? Response: See response 11. 13. Are offerors expected to submit a portfolio of the solicited hotel with the technical proposal? Response: Yes, see Instructions to Offerors and the Evaluation Plan located in the solic itation 14. When and where were the 2000 and 2001 conferences held? Response: The 2000 symposium was held in Atlanta, Georgia on April 3-6, 2000. The 2001 symposium were held in Dallas, Texas on April 9-12, 2001. 15. Does the reference on page 51 in the Scope of Work, 1.4, that states that any cost incurred outside of this one-week timeframe have any implication for the monthly invoicing for costs incurred from the effective date of the contract to the end of the contract term? If so, please explain. Response: No. The statement was implied to mean that any cost (preparation due to the upcoming conference) incurred will be cost associated with the one-week conference timeframe. 16. Who is the incumbent and is the incumbent eligible to bid on this requirement? Response: The incumbent is E.P. Productions and anyone in industry is eligible to bid on this requirement. This is a full and open competition requirement to Small Businesses only. 17. To what degree do add-on conferences referenced in the RFP need to be included in the proposal? Response: Please clarify. 18. Is MTMC open to handling registration differently than discussed in the RFP? Response: No. 19. Specifically, will consideration will given to a proposed efficient and effective process by which the attendees would make their own reservations and secure their confirmation number directly from the hotel? Also, could registration fees be paid in advance of the conference rather than on-site? Response: Refer to response # 18. 20. The RFP states that the Government will assign an Exhibit Hall Drayage Firm and Exhibit Hall Manager but there is no blank category for pipe and drape. Wouldn't the assigned decorator provide this equipment? If I understand correctly, the contrac tor wouldn't have anything to do with the exhibit hall, except to make sure that an exhibit hall was part of the contracted function space. Response: The contractor is responsible for obtaining an exhibit hall and for the overall management of the hall, i.e., electricity, heat, security, indemnification clauses, pipe & drape for government booths. It addition to government booths, the e xhibit hall will include transportation-industry booths. It is necessary for the same Drayage Company to decorate all booths. It is not necessary; however, for the drayage firm to be the same as the decorator. 21. Page 60 refers to the Contractor's having a published price list for catering requirements. (Please explain that reference. Generally, if the meeting were at a hotel, we would use the hotel's caterers; if the meeting were at a convention center, we would get price quotes from local caterers. Response: The menu/hotel's price list will be acceptable. Quotes are also acceptable as published price list. 22. I am trying to retrieve the above solicitation on the MTMC's business Opportunity's Web Site but have not been successful. I searched under the solicitation number and did a general search of new solicitations. Would you please advise what areas or cities are being considered for the MTMC Symposium and advise whom I may obtain a copy of the solicitation. Response: To access the solicitations do the following: Go to www.mtmc.army.mil, Click onto Business Center, Scroll down to the bottom of the page and click onto MTMC HQ Symposium 02, scroll down to the bottom of the page again and click onto Toyedoc & Amendments 1 and 2 & 3. ALL AMENDMENTS WILL BE ISSUED VIA THE FEDBIZOPS and then placed on the MTMC homepage for downloading.

Web Link

Army Single Face to Industry (http://acquisition.army.mil)

Record

Loren Data Corp. 20011220/XSOL001.HTM (D-352 SN5154M7)