Event Planning and Travel Support

Scope of the Proposed Contract The Contractor shall provide all necessary labor, supervision, management, equipment, tools and supplies to provide the Library of Congress Office of Librarian with event planning and travel support services for the National Digital Information Infrastructure Preservation Program (NDIIPP), Teaching with Primary Sources (TPS), and World Digital Library (WDL) initiatives, as well as for the Special Events Office in general. The Library of Congress intends to award an Indefinite Delivery, Infinite Quantity (IDIQ) type contract that will result from this solicitation pursuant to FAR 16.504. The FAR clauses covering IDIQ contracts and order placement are Section I. Task orders issued under this contract may be firm-fixed price, labor-hours(s) based. Questions and Answers: 1) Because of the late submittal of the questions and answers, the due date has been changed to a new closing date and time of 9/14/2010 at 12:00 noon EST. GENERAL: 1. On page 4, the Tables between Section A and Section B appear out of place and incomplete. There is no Item No. 1. Quantities are 0. They reference a different procurement [RQ SEP20100006]. Will the government please clarify the purpose of these tables? Offeror should disregard these tables as they are for internal purposes. 2. SF18 Block 9.b implies that hand delivered proposals is acceptable. Section L.2 suggests that email is the preferred form of delivery. We assume that L.2 prevails and proposals are to be emailed. Is that correct? Email is preferred., at contact@example.gov BUSINESS: 1. Section B.2.2, Page 5 - Pricing states unit prices quoted shall be inclusive of all offeror's direct costs, other direct costs (ODCs), indirect costs, and profits. Please indicate which of the following ODCs the offeror will be responsible for making direct payments; - Meeting Materials - Event Space - Airline Tickets - Lodging - Audio Visual Equipment - Food and Beverage The contractor will be responsible for making direct payments for all of the above. However, only the indirect cost percentage fee is requested in the pricing table. 2. If so, how will these costs be covered? Are they billed directly to LOC as cost reimbursable ODCs? Or will the offeror be required to provide a firm fixed price for these items as support for each event is requested? All costs are billed to the contractor and the contractor bills the Library. The offeror will not be required to provide a firm fixed price for direct costs for each event. 3. Is it LOC's expectation that the offeror's cost proposal will only consist of staff labor rates and company Indirect Rates? Yes, only what was requested in the pricing table. 4. Section B - B.2, Page 5 - Mentions that they need Unit prices to be inclusive of all the offeror's direct costs (labor, maintenance, handling and Transportation costs), ODC's, indirect costs, and profit. Additionally, B.3 Price/Cost - the pricing table requests the burdened cost for each labor category. How should the ODC's be estimated in proposal budget? See question 3 above. 5. Is it LOC's expectation that the offeror's should submit a price list for ODC's with a minimum and maximum range? If so, will supporting documentation be required? See question 3 above. 6. Section L - L3.3 - Says that the Government is contemplating award of a firm-fixed price, labor-hour contract resulting from this solicitation. Should the budgets for the proposal be designed in a Time and Materials (T&M) format so as to accommodate the price list mentioned in B.2? A budget is not requested. See question 3 above. 7. If it's to be a T&M format should we reflect the costs and pricing of the ODC's accordingly in that format? If no, what format should be used to price the ODC's. See question 3 above. 8. Section L - L3.3 - Says that the Government is contemplating award of a firm-fixed price, labor-hour contract resulting from this solicitation. Should the budgets for the proposal be designed in a Time and Materials (T&M) format so as to accommodate the price list mentioned in B.2? YES 9. If it's to be a T&M format should we reflect the costs and pricing of the ODC's accordingly in that format? YES 10. Was this task being performed under a previous contact by another vendor? NO 11. How frequently (i.e, what percent?) do events involve more than just one non-English language? At such events, will interpretation services need to be provided? Occasionally; YES 12. It appears that the contractor is providing travel support, reservation of conference facilities and materials, and other event planning support. However, it is not clear who is providing the other conference support services, such as pre-conference registration and coordination, on-site conference administration (registration, daily coordination with hotels and facilities, etc.), creation and distribution of conference materials, etc. Please clarify who will be providing those services. NO. Payments are base upon the pre-negotiated man-hour rate and invoices already received pursuant to the events. 13. Will there be any advance, or mobilization payments made for task orders under this effort? NO 14. What has been the historical staffing profile for this effort on a yearly basis for the PM, APM, and Support positions? Cannot be determined at this time 15. Will awards be made to more than one vendor under this effort? If so, how many? ONLY ONE.