MODIFICATION
A -- Conference Planning and On-Site Support - 2006 USAMRMC/USAMRAA Conference
- Notice Date
- 6/3/2005
- Notice Type
- Modification
- NAICS
- 561920
— Convention and Trade Show Organizers
- Contracting Office
- US Army Medical Research Acquisition Activity, ATTN: MCMR-AAA, 820 Chandler Street, Frederick, MD 21702-5014
- ZIP Code
- 21702-5014
- Solicitation Number
- W81XWH-05-T-CONF
- Response Due
- 6/24/2005
- Archive Date
- 8/23/2005
- Small Business Set-Aside
- Service-Disabled Veteran-Owned
- Description
- Amendment 1 Responses to vendor questions received to date are provided as follows: 1. Will USAMRAA set the registration fees for attendees, government and exhibitors; and if so what will these fees be? The Contractor will propose the fee; however, the Government will be the final decision authority. 2. Will USAMRAA be providing any complimentary registrations? No. 3. How many breakout sessions will be planned? Approximately 25-35 4. Will there be any plenary sessions? Yes 5. What was the total number of hotel rooms blocked in 2004? This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 6. Will USAMRAA use any of their in-house resources for printing, marketing, etc. to manage costs Unknown at this time. The offeror should propose as if supplying 100% of the effort. 7. Will USAMRAA be able to provide any additional support in lieu of registration fees in order to minimize labor costs? No. 8. Will there be a steering committee of various organizations in the planning stages of this conference? Yes. 9. Will any honoraria be given to the speakers? No. 10. Will we be given an exhibitor/attendee listing or SADBU database list? Yes. Marketing lists, if available, will be provided to the Contractor after award. 11. With the hotel block, will USAMRAA be utilizing any of the complimentary rooms? No. 12. Will the cost of print advertising, as outlined in the RFP, be costs to the contractor Yes. (See question 6, above). If costs are to be absorbed by contractor, how many times does USAMRAA anticipate running ads This is a performance-based requirement and industry standards for marketing should be communicated by the offeror. 13. Are resumes required for any positions bid? Please see clause 52.212-2, paragraph (a)1, Evaluation Commercial Items. The offeror should provide whatever information is necessary to demonstrate the required capability. 14. What are the kick-off event activities? Will special rooms be required? Is there a need for food or beverages to be served/available? This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 15. The solicitation mentions providing assistance in the identification, and selection of speakers. What specific assistance will be required? Will the speakers require travel and lodging expense? If so, how many speakers and other important guests will require travel and lodging expense reimbursement? This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 16. The solicitation mentions that the vendor will arrange for a photographer and help prepare a photo album of the event. How many days would the photographer be required? Will you want to have any of the sessions video-taped? The photographer will be required for approximately 2.5 days. There is no requirement for video-tape. 17. Please let us know how many, if required, break out rooms will be required during the meeting sessions? There will be approximately 25-35 breakout sessions within the three presentation tracks.. 18. The solicitation mentions the availability of hospitality space. Please describe the use of this space? Will there be a requirement for food and beverage to be available in this facility. How many guests will use this facility? This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 19. What audio/visual needs will be required? (For example, projectors, microphones, podiums, flipcharts and easels, projection screens (and what size)? This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 20. Is there a requi rement for food and beverages to be available/served during the two day event? If so, are these, breaks, lunch, dinners? This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 21. The solicitation mentions a 10 page limit on the presentation of technical capacity. The solicitation also requests information on past performance. Is there a limit on the number of pages for the presentation of past performance information? No. 22. Will there be a registration fee? Yes. 23. Will all participants be able to claim lodging and travel expense and who is responsible for their disbursement? All participants will be responsible for their own expenses. 24. What is the anticipated type of contract (cost plus fee, fixed price)? Fixed Price. 25. Is there a cost for the exhibitors? Yes. 26. Will the vendor be required to make all arrangements for receipt, installation and shipping of the exhibitions? Will there be a cost associated with this or is each exhibitor responsible for their individual costs? This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 27. Has this conference been done before? If so, when? Yes. Conferences were held in 1999, 2001 and 2004. 28. Please identify the incumbent contractor that has supported the USAMRMC and USAMRAA Conference in the past. There is no incumbent contractor. 29. Please clarify where the conference planner will perform their duties? Please clarify what is meant by 'remote site as it is identified'? Please see Paragraph III 3. Place of Performance. The remote site will be the site of the conference. 30. Has hotel space already been identified for the conference? No. 31. For budget purposes regarding the invitations to the conference: a. How are the invitations to be issued? By mail or through electronic means? b. Will there be a Save the Date postcard? This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 32. How many attendees will be federal attendees, non-federal, small business and industry? See Statement of Objectives. 33. Will hotel reservations and travel arrangements be the responsibility of the attendees with the exception of funded participants? All participants will be responsible for their own travel arrangements and expenses. 34. How many of the participants will be funded? a. For budget purposes, will you want us to: b. Make travel and hotel reservations? b. Will there be a per diem allowance? All participants will cover their own expenses. 35. How many speakers do you anticipate a. How many will be local? b. How many will be non-local? c. How many of them will be funded? c. For budget purposes, how many will need an additional nights stay? Not known at this time. 36. Will there be an honorarium for the non federal speakers? No. 37. Regarding the plenary session: a. What are the AV requirements? i. Will Internet connection be required? ii. How many microphones will you want (eg, podium, wireless vs. wired, etc.) b. How do you want the room setup? c. audience, head table, etc)? This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 38. Regarding the breakout sessions a. How many will there be? 25-35 b. What will be the AV requirements (eg, podium, wireless vs. wired, table microphones, etc.)? i. Will Internet connection be required? ii. How many microphones will you want (eg, podium, wireless vs. wired, etc.) c. How do you want the room setup? c. How many participants will be in each breakout room? This is a performance-based requirement; the Go vernment is relying upon the expertise of the offeror, as demonstrated in the proposal. 39. For budget purposes, will you want a Writer to provide Summary Notes of the conference? a. Plenary Sessions b. Breakouts This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 40. For budget purposes, will you want a Writer to provide verbatim transcription of the conference proceeding a. Plenary Sessions? b. Breakouts This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 41. For budget purposes, regarding the requirement of a photographer: a. Will you want the photographer to be in attendance during the entire conference b. If not, what hours will you want the photographer to be in attendance? c. Do you want black and white or color pictures? b. How many pictures do you anticipate to be in the album? This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 42. For budget purposes, of the approximately 100 exhibitors: a. Can you provide us with past exhibit information? b. What space requirement will be needed for the exhibit space c. What is the standard requirement (eg 6' tables with 2 chairs or more elaborate space with drapes, stanchions, carpet, etc.)? d. Will there be a limitation on the size of the booth displays? e. Will there be an exhibit fee i. If so, will there be a variety of booth sizes to purchase? ii. If so, should this be as a total cost recovery budget line item? f. Please estimate how many booths will require electrical hook-up? g. Please estimate how many will require internet connection? Wireless? h. Please elaborate on what are the lighting requirements per booth? i. What will be the hours of the exhibit space? Multiple sessions? j. Will security be required? This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 43. Will there be a registration fee to cover the hotel conference package and food. a. If so, should this be as a total cost recovery budget line item? b. Will the registration fee be the same for all attendees i. If not, what classifications of attendees will there be? ii. And, how many attendees per classification? See Question #22. This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 44. For budget purposes regarding the conference packages: a. How many pages do you estimate will be in the total conference package? b. Will you want a hard binder? Or folder? c. Will there be any conference give-away (eg. conference bag) i. If so, should this be included in the registration fee? This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 45. What is the food requirement for: a. Breakfast i. Continental or buffet? b. Breaks i. Continuous? c. Lunch i. Buffet or plated? d. Dinner i. Buffet or plated? e. Kick-off event with catered food? i. Light or heavy? f. Food and Beverages at the Exhibit Hall? i. If so, Light or heavy? This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. 46. Will there be any corporate sponsors a. If so, who will be responsible for soliciting contributions? This is a performance-based requirement; the Government is relying upon the expertise of the offeror, as demonstrated in the proposal. The closing date of this requirement remains unchanged. Questions may be submitted until COB 10 June 2005. No further questions will be accepted beyond that date.
- Place of Performance
- Address: US Army Medical Research Acquisition Activity ATTN: MCMR-AAA, 820 Chandler Street Frederick MD
- Zip Code: 21702-5014
- Country: US
- Zip Code: 21702-5014
- Record
- SN00821890-W 20050605/050603212304 (fbodaily.com)
- Source
-
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