MODIFICATION
X -- 2011 National Wildlife Refuge System Conference
- Notice Date
- 5/3/2010
- Notice Type
- Modification/Amendment
- Contracting Office
- Contracting and Facilities Management - R9 U.S. Fish & Wildlife Service4401 N. Fairfax Drive Suite 7118-43 Arlington VA 22203
- ZIP Code
- 22203
- Solicitation Number
- 98210AR007
- Response Due
- 5/6/2010
- Archive Date
- 5/3/2011
- Point of Contact
- Michael Coghill Contracting Officer 7033582288 michael_coghill@fws.gov;
- E-Mail Address
-
Point of Contact above, or if none listed, contact the IDEAS EC HELP DESK for assistance
(EC_helpdesk@NBC.GOV)
- Small Business Set-Aside
- N/A
- Description
- The purpose of this amendement is to post answers to questions received, and change the FWS POC to Michael Coghill, (703) 358-2288, email: michael_coghill@fws.gov All other terms and condtions remain the same. RFP 98210AR007 Response to Questions 1.Are the cameras for internet broadcast only or is the event being taped as well? If so, what format?The cameras will be used both for internet broadcast and for taping the event to be used in eventual video productions for training and DVDs of conference highlights. Format specifications for video production will be determined by the video producers who have yet to be identified for the project. There is a general preference on format for cameras that will capture video in High Definition (HD) onto a hard drive and Standard Definition (SD) onto a DV Cam tape. 2.Is FWS providing the capture & streaming equipment or will it be part of the quote? The preference for all audio-visual and technical equipment is for the conference facility to provide the equipment (either directly or through sub-contracting) along with the necessary accessories and support required to use the equipment. Exact specifications required for the capture and streaming elements of the conference will be dependent on decisions from third party facilitators yet to be identified. 3.Is FWS supplying and hosting the server space that will be streaming the media? No. The FWS does have server capacity in the area of Denver, CO, and if the conference facility was unable to provide server capacity, the FWS would explore the necessary options. 4.How fancy are you looking to get with the dinner/reception lighting? Basic, mid-range, or high-end? Can you provide any specifics regarding what you have done in the past? Creative mid-range. The primary high-end emphasis for dinner/reception and special event productions will be on the content and multimedia features that the lighting should compliment. For example, proposals for say a compelling, moderate set-up that is powered from a creative renewable energy source will score higher than a proposal for an elaborate, high-end lighting design with no creative connection to the content and theme of the conference. 5.With regards to the satellite uplink/downlink capabilities. Does FWS have a satellite truck that you will be bringing to support this, or do you want the facility to address subcontracting this with an outside vendor? If you have a truck, can you provide data on the maximum distance the truck can be parked outside the ballroom? Also, which general location in the sky will the truck need to face to reach your satellite? How much power do you require to the truck? The FWS does not have a satellite truck that will be brought to the conference site. The FWS is interested in proposals that feature facilities with satellite uplink/downlink capabilities or subcontracting possibilities with an outside vendor. The FWS does have a satellite network managed out of the National Conservation Training Center in Shepherdstown, WV that can receive a feed over the internet and then broadcast that feed over the FWS satellite network. This means that broadcasting over the network is possible regardless of the conference facilities' satellite capabilities but with the level of quality that comes with using internet connection only to broadcast the sessions of the conference. 6.Will guest lodging be on the master bill, and therefore included in the cost proposal? Or do your guests pay individually for their per diem? Please advise if I should exclude this from the proposal. Guests will pay individually for their per diem. The local per diem rate will be weighed in as a part of the total cost to the Government in the price evaluation. 7.For the Exhibition space, will you require pipe/drape services between the tables, or strictly draped tables without any separating curtains? If so, should that be included in the cost proposal? The tables for the Exhibition space should be draped without separating curtains. 8.Format of Technical Proposal. Would you prefer that the annex documents be indexed at the end of the technical proposal and contained within the same electronic file, or sent as separate electronic files? Either format is acceptable. 9.For the dinner receptions, are these receptions to be substituted for dinner and should contain heavy enough food to satisfy guests not attending dinner? Or will guests go to dinner after the receptions? The dinner receptions are expected to contain food to satisfy guests; attendees will not go to dinner after the receptions. 10.The entire "window" of date flexibility i.e. very earliest to very latest the March and June events can convene? The earliest that the conference can convene is the week beginning March 13, 2011, and the latest that we can convene is the week beginning June 26, 2011. 11.The entire flexibility in the day of the week arrival departure pattern; also, are weekends doable? The day of the week arrival/departure pattern is set and not flexible. Weekends are not an option for this conference. 12.Is the week immediately before and after July 4 acceptable? IE Mon. is July 4; can the major arrival be on Tuesday July 5? The week immediately before July 4, June 26-July 1, 2011 is acceptable and is the latest date that the conference can convene. Therefore, the week of July 4-8, 2011 is not acceptable. 13.What is the budget or estimate for spending on food and beverage? The budget estimate for spending on food and beverage can roughly be calculated based on the location's per diem rate and the number of people estimated to be provided food and beverage in the statement of work. 14.I know often the government cannot sign for a food and beverage minimum, will you be signing a contract with an food and beverage minimum? We will not be signing a contract with a food and beverage minimum. 15.Does this conference provide Hosted Alcohol during the Receptions or just Cash Bars? The conference will most likely provide Cash Bars. If non-governmental sponsors for receptions are found, Hosted Alcohol for sponsored-events would become a viable option. 16.Does this conference use a Decorator Company for their Table Top Exhibition Space? If so, which company? This conference has only been held once in the past (1998) and there are no records of whether a Decorator Company was used previously or not. 17.Where has this conference been held in the past? Can you please share any history regarding guest rooms picked up or previous attendance numbers? This conference has only been held once in the past at the Keystone Resort and Conference Center in Keystone, Colorado in October 1998. Approximately 850 attendees were invited and present at the conference in 1998. 18.Does the conference require complimentary meeting space? Can the group accept complimentary meeting space? The space requirements for the conference are detailed in the statement of work that is available. The inclusion of complimentary meeting space as part of meeting those requirements would be welcomed and evaluated in the context of evaluation criteria. 19.If so, would the group allow a rebate in the guest room rate to cover the cost of meeting space rental? If not, what is the budget or historical average spend for meeting space rental? We will not allow a rebate in the guest room rate to cover the cost of meeting space rental. This conference has only been held once in the past (1998) and there are no records of what was spent for meeting space rental.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/DOI/FWS/CGSWO/98210AR007/listing.html)
- Place of Performance
- Address: TBC
- Zip Code: xxxxxxxxx
- Zip Code: xxxxxxxxx
- Record
- SN02138242-W 20100505/100503234335-ae177d95f924289a43d9f6d209dfad3e (fbodaily.com)
- Source
-
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