*****AMENDMENT 1, Dated 3/18/2025 for the sole purpose to Update the PWS (Labled as Amendment 1, PWS FY25 FP Vol Workshop), SF30 Solicitation (Labled as Amendment 1, Solicitation Amendment W912LQ25QA0100001 SF 30), Extend solicitation closing date and Post Answers to Industry Questions (Below and attached as Amendment 1, Answers to Industry Questions W912LQ-25-Q-A010).*******
ANSWERS TO INDUSTRY QUESTIONS for Solicitation W912LQ-25-Q-A010 (Labled as Amendment 1, Answers to Industry Questions W912LQ-25-Q-A010):
Q1. Are the event dates flexible for the above noted solicitation?
A1. No
Q2. Is the McNamara-O'Hara Service Contract Act (SCA) Wage Determination in force with this RFQ? If so, can you advise a) What SCA/Wage numbers are applicable?
A2. Yes. The SCA is applicable to the childcare services only.
Q3. The government provided an Information Sheet requesting information about “Quote Information” and “Vendor Information”. What is the process of delivering that document?
A3. Electronic via Email. It should be returned with your quote submission.
Q4. For consideration to bid and potentially work under the contract upon award that requires TOP SECRET or INTERIM Top Secret level through the U.S. Department of Defense/Defense Security Service (DOD/DSS), would a vendor that currently holds a valid Secret Facility Clearance (Secret FCL) be considered for an INTERIM Top Secret Facility Clearance by the U.S. Department of Defense/Defense Security Service (DOD/DSS), and would the government approve and accept proposals from such vendors, potentially issuing a Letter of Authorization (LOA) to upgrade their clearance to the TOP SECRET level to meet the contract requirements?
A4. There is no security clearance requirement for this requirement, so your question is irrelevant.
Q5. Can the government elaborate on the type of certifications and licenses needed for the childcare personnel?
A5. Please refer to the PWS under section 5.6 – 5.6.11
Q6. Will our team be responsible for developing the program and agenda for the workshop?
A6. No
Q7. Are there any specific language requirements for the event?
A7. English is the primary language used amongst soldiers
Q8. Will awards, trophies, gifts, or other forms of recognition be required for attendees? Will awards, trophies, gifts, or other forms of recognition be required for attendees?
A8. These items will be provided by Family Programs Staff
Q9. Are there specific branding, signage, or décor requirements for the event?
A9. White linens on the table tops and signage to direct people where the event is being held within the venue.
Q10. What process will be used to collect post-event evaluations and feedback?
A10. Post-Performance Meeting.
Q11. What security protocols or measures need to be implemented for the event?
A11. No security requirements as event is not open to the public during the event.
Q12. Can you guide the level of effort expected (Total Labor Hours, Labor Hours by Key Team Members, etc.) to complete the Performance Work Statement (PWS)?
A12. When it comes to the Performance Work Statement (PWS), it is up to the vendor to tell us how they plan on doing the event.
Q13. Is it estimated that full/total funding exists for this solicitation? If so, is there an intended Maximum/Minimum funding threshold?
A13. Per Congress Mandate these events are required; However, due to the upcoming Continuing Resolution (CR) on March 14, 2025, funds will be available once the CR is continued.
Q14. Should/Can Past Performance/Relevant Experience information be included in the Technical Proposal Volume, or should Offerors provide a separate Past Performance/Relevant Experience Volume for the response to W912LQ25QA010?
A14. Separate document
Q15. Can DOD provide specific guidance on proposal formatting for each required volume (Technical, Past Performance, Price, etc.), including font size, graphics/tables font size, margins, and page limitations?
A15. Refer to “Addendum to FAR 52.212-1(b)” of the solicitation.
Q16. For dietary needs, will the government advise a list of specific dietary restrictions for family members and staff?
A16. Please refer to the PWS under Section 5.4.4.
Q17. Is this a requirement whereby the solicitation is open solely to pre-awarded vendors on a previous DOD Blanket Purchase Agreement (BPA), Indefinite Delivery, Indefinite Quantity (IDIQ), or Multiple Award Schedule (MAS) or related Contract Vehicle?
A17. No.
Q18. Has Department of Defense (DOD) held preliminary meetings with specific contractors interested in responding to this solicitation?
A18. No.
Q19. Can you advise if there were/are incumbent provider(s) for these services? If Yes – Who is/are the incumbent(s), and can you provide a previous contract number?
A19. No incumbent providers
Q20. If there is an incumbent, is there a reason the known incumbent may be precluded from bidding on this new or existing requirement?
A20. See A19 to Q19.
Q21. Does this requirement stipulate that the proposed bidder must hold an active Form DD254 (Top Secret) Facility Clearance "Before BEING AWARDED" this contract?
A21. Refer to A4 to Q4.
Q22. For areas where strict requirements exist for an active Secret/Top-Secret Facility Clearance (or DOE-Q | NACI, etc..), would The Government accept a Contractor Teaming Agreement (CTA) under The GSA Construct that fulfills the Facility Clearance requirement?
A22. Refer to A4 to Q4.
Q23. Can you guide the level of effort expected (Total Labor Hours, Labor Hours by Key Team Members, etc.) to complete the Performance Work Statement (PWS)?
A23. Refer to A12 to Q12.
Q24. What are the Workers' Comp Codes and National Council on Compensation Insurance (NCCI) Classifications for the required positions? W912LQ25QA010? A Workers' Comp Codes and NCCI Classification Code is a three- or four-digit numerical code assigned by NCCI. Class codes are posted to differentiate between the various job duties (such as 8810 - Clerical or 8292 - Warehousing) or the scope of work performed by employees. The designation of a specific workman’s comp code impacts the cost of a workman’s comp insurance.
A24. FAR Clause 52.222-42 is hereby incorporated by an amendment.
Q25. Are bidders required to provide a price estimate for Travel and ODC Costs related to The W912LQ25QA010 Contract? If not, Does the government require that bidders provide a separate "best estimate" of Travel and ODC to accompany the proposal? In such an instance, please provide guidance on which specific proposal volume to include Travel and ODC Cost Estimates.
A25. Please refer to CLIN/Item0012 of the solicitation.
Q26. For areas where strict requirements exist for the number and types of past performance as a PRIME Vendor, would the government accept a Contractor Teaming Agreement (CTA) under The GSA Construct that fulfills Past Performance requirements?
A26. See Solicitation, “Addendum to FAR 52.212-1(b)” under submission item number 6.
Q27. Per page 32 of 37 of the solicitation, the Government has identified 6 items for submission.
- Are all of these items supposed to be in one volume or separate volumes? If separate volumes, please specify the volumes and how the six items should be separated.
A27. 1. CLIN pricing should be filled in on the CLIN lines
2. May be submitted as a separate attachment
3. Omitted
4. May be submitted as a separate attachment
5. May be submitted as a separate attachment
6. May be submitted as a separate attachment
Q28. Is the Information Sheet supposed to be submitted with the proposal? If so, is it to be submitted as a separate document or within the same volume(s) as the six items on page 32 of 37 of the solicitation?
A28. See A3 to Q3.
Q29. Are offerors expected to submit Reps and Certs or as along as our sam.gov profile is up to date, we won’t be expected to submit Reps and Certs?
A29. Yes, submit completed Reps and Certs.
Q30. We see that past performance information should be provided for related actions within the past 36 months. Is it 36 months from the date of solicitation release or the date of proposal submittal?
A30. 36 months from the date of solicitation release.
Q31. Is there a min/max of the number of past performance references that Offerors can submit?
A31. Submit no more than 3 relevant past performance within the past 36 months from the solicitation release date.
Q32. Is the number of families needing accommodation for 5 or more known at this time? Should the contractor assume, that half will need to reserve a crib/rollaway?
A32. We do not know that typically, we have not had that issue in the past, if any we’ve had 2 families that needed rollaways. Another 2 needing cribs. It has never been half.
Q33. Please confirm the number of children ages 0-11 is fifteen.
A33. See PWS Section 5.3.8.1
Q34. Is the parking for the overnight guests charged to the individual guests? Or, will the government be paying for this parking via the contract?
A34. Parking fees will depend on the venue chosen in the vendors offer. If there is an associated fee for parking, See CLIN0005 if parking charges are applicable.
Q35. Is there an incumbent and do they qualify to bid?
A35. See A19 to Q19
Q36. What venue types have been previously used within the 20-mile radius of Richmond, VA?
A36. This event has not been conducted in the Richmond area in recent years.
Q37. Is there flexibility with the event date?
A37. No (see A1 to Q1)
***END OF AMENDMENT 1***
A. This Solicitation is for commercial items/services prepared in accordance with the format in FAR 5.207, as supplemented with additional information included in this notice.
B. The Virginia Army National Guard (VaARNG) Family Programs will conduct a Volunteer Recognition Workshop & Youth Symposium within a 20-mile radius of Richmond, VA (1000 Bank St., Richmond, VA 23218) for dates May 2-4, 2025. Virginia Family Programs will require services for lodging, event space, catering, parking, audio/visual and childcare services. The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to deliver all lodging, event space, catering, parking, audio/visual and childcare services.
C. The Government intends to award a firm-fixed-price contract resulting from this RFQ. Multiple awards will be considered. The associated North American Industrial Classification System (NAICS) code for these services is 721110 (Hotels (except Casino Hotels) and Motels). The Product Service Code (PSC) is V231 (Transportation/Travel/Relocation-Travel/Lodging/Recruitment). This requirement will be a Total Small Business Set-Aside. Only qualified offerors may submit quotes.
D. To be considered for an award, vendors shall have an active registration in the System for Award Management (SAM) at https://sam.gov. Vendors are responsible for ensuring that the representations and certifications in their SAM registration are accurate and current.
E. Payment will be made through the Wide Area Workflow (WAWF) application in accordance with DFARS clause 252.232-7006, Wide Area Workflow Payment Instructions.
G. Funds are not presently available for performance under this contract beyond March 14, 2025. The Government’s obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond March 14, 2025, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer.
