PLEASE NOTE THAT THE DUE DATE HAS CHANGED TO NOVEMBER 12, A REVISED RFP WILL BE POSTED ONCE FEDERAL OPERATIONS RETURN TO NORMAL.

Transcription

1 PLEASE NOTE THAT THE DUE DATE HAS CHANGED TO NOVEMBER 12, A REVISED RFP WILL BE POSTED ONCE FEDERAL OPERATIONS RETURN TO NORMAL. 1. Question: whether this will be a new requirement or a recompete for an existing contract? Answer: This information was posted on the FBO.gov website on 10/10/12. Please note that the incumbent contractor is Meetings Management Group, LLC. The contract value is $98,772 and began in October 2011 and expires at the end of the calendar year. There is no solicitation or contract number associated with this. The scope of work has changed from initial contract engagement. The incumbent contractor is eligible to bid. 2. Question: If it is a recompete, can you also provide the previous solicitation #, the value of the award, as well as who the incumbent is? Answer: See question Question: In RFP #PCO-CONF2012, the list of meetings indicates the meeting sizes ranging from 25-50, yet in Step 2: Consider the Requirements on p.10 of the RPF, the section on Hotel/Conference Facility states, The facilities selected will need to host between 9 and 500 attendees. Please confirm the number of anticipated attendees, as this will affect the meeting room size needed. Answer: The number of anticipated attendees will be between so although the confirmed attendees may be only 50, we need to be able to accommodate up to 200 people for a few meetings in Question: Does PCORI have a subscription to software for live webcasts and video broadcasts? Answer: This is currently handled by another vendor. 5. Question: Will multiple sessions conference/meeting sessions need to be recorded at one specific time? Answer: Yes, for a few of the planned meetings in Question: Do travel costs for conference/management support personnel to attend meetings/conferences need to be included in the RFP or are those items that are submitted on a per meeting basis for approval? Answer: PCORI has developed a not-to-exceed (NTE) cost for this. See amendment. 7. Question: Does the 10-page limit for Volume I include the information on past performance? Answer: No, the 10 page limit is for the technical solution. Past performance is not included and should be limited to no more than 1 page per past performance. 8. Question: Please confirm that the Cover Letter is not included in the 10 pages allocated for Volume I. Answer: The Cover Letter is not included in the 10 page limit. 9. Question: Please confirm that the Cover (page) is not included in the 10 pages for Volume I. Answer: Cover pages are not included in the 10 page limit. 1

2 10. Question: Please confirm that the Table of Contents is not included in the 10 pages allocated for Volume I. Answer: The Table of Contents is not included in the 10 page limit. 11. Question: Respectfully request that additional pages be allocated for the Transition Plan within Volume I. Answer: PCORI will allow an additional 6 pages for a total of 16 for the Technical Solution in which the Transition Plan is included. See amendment. 12. Question: Respectfully request that additional pages be allocated for the Contractor s Quality approach within Volume I. Answer: See question 11. See amendment. 13. Question: Please provide the names of all PCORI s currently designated hotel rewards and loyalty programs. Answer: PCORI has not yet established any reward or loyalty programs, as PCORI is a newly formed organization. 14. Question: Please provide PCORI s Code of Conduct, Rules and Regulations, all required forms, and procedures to be followed (in writing) at least five (5) business days in advance of the Proposal submission date to allow for appropriate review and analysis by all potential bidders. Answer: PCORI s Code of Conduct, Rules and Regulations will be provided to Awardee. 15. Question: Please provide a pricing template and/or identify those line items that should be included as direct and indirect costs. Answer: PCORI has revised the cost section of the proposal to include two line items: one for labor for which the Contractor will determine the labor mix required for the events listed; the other for an NTE rate for travel and materials. Direct costs include the level of effort in man-hours that it would take to provide services support for the conferences, events and meetings listed; other direct costs (ODC) related to this RFP include any travel, materials, etc. that would be needed for each conference, meeting or event. Indirect costs are at the discretion of the Offeror; however, Offerors should be prepared to provide a cost justification statement at PCORI s request on the rate determination for labor, fringe, G&A, overhead and fee. The degree of detail and methods for demonstrating business capabilities is at the discretion of the Offeror but must support the pricing basis of the effort. 16. Question: Please confirm that we should use Washington, DC per diem rates as contained in the GSA s Joint Travel Regulations (JTR) and/or GSA s Federal Travel Regulations (FTR) as presented at Answer: Yes, the GSA per diem rates are to be used. 17. Question: Who is the incumbent? Answer: See question Question: Do you already have a merchant account set up to accept on-line funds for credit card processing, or are you expecting the funds to run through the meeting planning company? 2

3 Answer: PCORI does not have a Merchant Account and does not need the meeting planning company to run any fees through the Contractor s account. At the point where PCORI may charge fees, it will set up an account with the banking provider. 19. Question: On page 11 of the solicitation, they refer to innovative and cutting-edge solutions for digital media. Does this mean that they incorporate social media into their programs providing a hybrid meeting experience where for example people on twitter can ask questions during the conference? Answer: Yes, and PCORI will work with the Awardee to develop these platforms for the meetings. 20. Question: Are there sessions that PCORI have set up with laptops or ipads that need to be rented for all attendees? And if so for how many? Answer: PCORI does not intend to rent any laptops, ipads, or any other mobile devices for attendees. 21. Question: What is the largest program size and for how many days? On page 10 of the Hotel/Conference Facility portion, you state the facilities selected will need to host between 9 and 500 attendees. The table provided on pages 2 and 3 indicates no more than 50 attendees. Answer: See question Question: What form will PCORI require the registration reports in? Answer: Reports will likely be in Excel, Word or similar formats. The Contractor may be requested to obtain reports from the various vendors in which PCORI engages, such as hotel or travel. 23. Question: Please better define your requirement for the Hotel, Travel, and Business Reward Program. Does this involve individuals in your employ? Can you advise examples of loyalty programs PCORI is currently involved in? Answer: See question Question: Is there an incumbent? If so, who? Answer: See question Question: Is the incumbent eligible to bid? Answer: See question Question: For budgeting purposes approximately how many meeting rooms and ballrooms is required for the Engagement Workshop? Answer: One ballroom and up to 9 or 10 Meeting rooms. 27. Question: For budgeting purposes approximately how many meeting rooms and ballrooms is required for the Stakeholder Workshop? Answer: One ballroom and up to 3 meeting rooms. 28. Question: For budgeting purposes approximately how many meeting rooms and ballrooms is required for the Research Prioritization Workshop? Answer: One ballroom and up to 3 meeting rooms. 3

4 29. Question: Will the contractor only coordinate web casting, video broadcasting, video recording and transcription or will contractor be required to pay for these services? Answer: The Contractor will coordinate these services only. 30. Question: For Phone registration, will this service be 24hrs or Mon-Fri. 9-5 pm (EST)? Answer: Service is required for M F, 9AM 5PM Eastern Time Zone. 31. Question: Will audio visual be required for each meeting room and ballroom? Answer: Audio visual will be required for every Ballroom and TBD for meeting rooms on a case by case basis. 32. Question: Are there any sponsored participants for each workshop (that is travel, reimbursement, lodging)? Answer: Yes, all participants are sponsored by PCORI. 33. Question: Will contractor pay for any travel for participants or will PCORI pay for travel directly to the Travel Management Services Contractor? Answer: The Travel Management contractor will handle all travel reservations. 34. Question: On page 10 under Hotel/Conference Facility, it states that the facilities selected should be able to host between nine and 500 attendees. Can you please clarify this statement since the workshops that are listed states the highest attendance is 50 people? Answer: See question Question: Please verify that the Contractor is responsible for coordination only, of food and beverage. Answer: The Contractor is responsible for the entire negotiation and coordination of all events, including food and beverage. 36. Question: For budgeting purposes, can you please provide the desired room set-ups, and the number of audience microphones required, for each event? Answer: These services are contracted separately, and the CEM Contractor will not need to budget for this. 37. Question: For budgeting purposes, can you please provide the number of black and white, and color copies needed for each attendee, for each event? Answer: PCORI s in-house staff will provide agenda, signs and other meeting materials. 38. Question: Is there a current Contractor managing the Conference and Event Services for PCORI? If so, please provide name and website information. Answer: See question Question: PCORI s 2011 Budget Summary states that $5,200,000 was projected for General Administration expenses; meetings were included in this category. Can PCORI provide the actual costs spent in 2011 for meetings and any professional services related to the meetings? 4

5 Answer: Not at this time. PCORI s fiscal year runs January to December figures will not be known until January Question: Would PCORI consider setting aside this RFP exclusively for 8(a) and/or WOSB competition? Answer: A determination has already been made to set this aside for small business. 41. Question: Is there an incumbent for this scope? If so, who is the incumbent? Answer: See question Question: Has PCORI been using a web-based registration in support of their events? If so, which one and is PCORI interested in keeping the system or flexible to using any one identified by the contractor? Answer: PCORI is open and flexible to utilizing the web-based registration that the Contractor would recommend. 43. Question: For the purposes of the cost proposal, does PCORI want the bidders to submit a complete cost for all 22 meetings or sample costs for each of the meeting types? In either case, should labor only be proposed at this stage or does PCORI want all other direct costs proposed as well? If the latter, it will be difficult to determine other direct costs without more specific information on each meeting such as meeting location, room sets, food and beverage requirements, percentage of participants needing lodging, whether registration fees will be collected (and at what amount) for each meeting, AV requirements, number of speakers and indication of fees to be paid etc. Answer: Please see the amendment for the revised cost section. 44. Question: Do all digital files and media made available before or after the event need to be 508 compliant? Will this be upon request of those attending on official business or a standard requirement Answer: Yes, all digital files should be 508 compliant and should be a standard requirement. 45. Question: Under Technology Services on pg 11, the RFP describes Support of digital and social media technologies does this mean that PCORI has existing social media tools campaigns or that the contractor will be expected to create, launch and manage new campaigns? Answer: See question Question: When describing the registration website, the RFP states that contractor will populate the various levels of registration. Please clarify if the contractor is to design the forms and populate the drop down menus and other form elements, or if they will be populating registration data into the form. Answer: The Contractor will only be required to populate information into existing forms. 47. Question: In the deliverables table on pg 13, the Conference/Event Registration Due Date reads Immediately upon submission. Please clarify. Answer: PCORI expects that anytime an attendee registers for an event that they receive confirmation of their submission both online at the registration site and an submission in their inbox of their confirmed attendance with instructions on cancellation should their schedule change. 48. Question: Will any contractor developed/hosted website be expected to stream video recordings from past events or any other video? 5

6 Answer: Video recordings shall be hosted and available on the PCORI website. The Contractor is not required to host any videos. 49. Question: Is there an incumbent? Answer: See question Question: Will there be a pre-defined list of potential or authorized attendees for each event? Answer: Yes, and PCORI will make the list available to the Awardee. 51. Question: Is Contractor required to directly register attendees for rooms or will attendees register themselves for rooms in the block reserved for the event? Answer: The Contractor will be required to directly register attendees for rooms through the webbased registration system. 52. Question: Will rooms be required for all attendees or only those that must travel some distance to the event location? Answer: Rooms will be required for those who must travel a pre-determined distance to the event location. 53. Question: Will PCORI be responsible for all room cost for attendees or does this vary by event and attendee? Answer: PCORI is responsible for all room costs for attendees relative to the pre-determined distance traveled to the event. 54. Question: Page 9 of the RFP indicates the facility will need to host between 9 and 500 attendees, however pages 2 & 3 list between 25 and 50 attendees per event. Please clarify. Answer: See question Question: Must Contractor include any cost for event promotion? Answer: No this is handled elsewhere. 56. Question: Will there be any International attendees? Answer: There is a possibility of international attendees. 57. Question: Will pre-approved costs for items such as Venue, hotel rooms, AV equipment, food, etc be paid directly to the source or are these costs paid by Contractor and reimbursed by PCORI. Answer: PCORI pays for these directly to the venue, hotel, etc. 58. Question: What is PCORI s anticipated Level of Effort for this procurement? Answer: PCORI wishes for the Offeror to submit a proposed labor mix for the services required and described in the Statement of Work. 59. Question: What is the estimated contract dollar value of this procurement? Answer: See question 1. 6

7 60. Question: Is there an incumbent contractor for this procurement and are they eligible to bid on this procurement? If yes, would you please identify the incumbent contractor(s)? Answer: See question Question: May we assume that the covers, cover letter, and table of contents for the Technical Approach volume will not count toward the 10 page limit? Answer: Yes, you may assume this. 62. Question: May we include appendices with resumes of key personnel and descriptions of our three examples of Past Performance that would not count toward the 10 page limit? Answer: Yes, appendices are acceptable for key personnel, which should be limited to 2 pages. Past performance should be limited to 1 page per performance and may be included in the appendix. 63. Question: On page 10 Hotel/Conference Facility; it is indicated that there can be between attendees; however, in the Opportunity Snapshot, Purpose, in the quantity descriptions there are no meetings/workshops that indicate number of attendees above 50. For budgeting purposes should the number of attendees in the Opportunity Snapshot be higher in one of the categories up to 500? Answer: See question Question: Will the Contractor be paying directly for the transcription services, meeting room space and audio visual equipment needed for each meeting including the web case/video broadcast, and video recording? Answer: See question Question: Will the Note Taker be needed at all 4 types of events? Answer: Yes. 66. Question: Will the Note Taker be needed for the entire duration of each meeting or only certain hours? Answer: For the duration of the event. 67. Question: Will an official transcript of the meeting be needed? Answer: Yes. 68. Question: Page 7 Post Conference event states: All post-event deliverables must be available in digital format for distribution via PCORI s web site. Are the items to be posted required to be 508 Compliant? Will the Contractor be responsible for uploading each document or do the documents need to be in HTML format and then PCORI will upload? Answer: See question Question: For budgeting purposes will the Contractor be paying for any travel expenses for sponsored travelers and if so how many per each of the 4 types of events? Answer: No, all travel is handled by the Travel Management contractor. 70. Question: For budgeting purposes will the Contractor be paying for honorarium for any speakers and if so at what dollar amount and how many per each of the 4 types of events? 7

8 Answer: No, the Contractor is not responsible for this. 71. Question: What are the food and beverage requirements for each of the 4 types of meetings? Answer: It varies depending on meeting and will be in line with per diem. 72. Question: Does the Contractor pay for the food and beverages provided at each event or just coordinate? Answer: The Contractor will just coordinate this. 73. Question: Materials management; for budgeting purposes how many pages on average are the agendas? Are they printed in black and white or color? Will a customized folder be needed or a customized binder with tabs? If a binder is needed how many inches wide does it need to be? Answer: Materials production/reproduction will be handled in-house by PCORI. 74. Question: For the materials management; what types and quantities of signage are usually needed for each of the 4 types of events? Banners, poster size signs, room signs? Answer: See question Question: Is the Travel Management Services to be utilized for only speaker travel or also Contractor employee travel for on-site attendance? Answer: Contractor employees are permitted to use the Travel Management services. 76. Question: Please provide more detail on the level of involvement of the Contractor for the Service Level Agreements? Answer: Service Level Agreements (SLAs) will be mutually developed with PCORI staff post-award. 77. Question: On page 19 it is indicated that the Contractor will conduct site searches for the four PCORI Board Meetings. Is it expected that the Contractor will need to travel for the site selections of the other 3 types of meetings? Answer: The Contractor will be required to provide research on the sites based on the requirements that PCORI staff provides for each event. The results of the research will be provided to PCORI and the Contractor will assist PCORI staff in coordinating site visit travel. It is not expected that the Contractor will be traveling to perform site visits. 78. Question: For budgeting purposes for planning meetings via phone, will the Contractor need to budget for the cost of teleconference lines and if so how many lines will be needed? Answer: No, this is handled outside of this scope of work. 79. Question: Web registration. The Contractor shall create and manage a web-based system that supports attendee registration, accommodates personal requests, and facilitates the conference agenda. This portal should have the ability to accept payments, when PCORI approves such an action, and it should be user friendly. Is a different website required for each event, or can one website support registration for all events? Answer: No, a different website is not required for each event and one website can support registration for all events. 8

9 80. Question: Phone registration. The Contractor shall provide a toll-free number for attendees who prefer to register by phone, as well as accommodate any pre- or post-registration activity for standard questions about the conference/event. What hours / time zone / days does phone registration need to be open? Does the phone need to be manned by a live person at all times? Answer: PCORI needs phone support between 9AM 5PM Eastern Time Zone and with a live person during those hours. 81. Question: Facility how many breakout rooms will be needed for each meeting? Answer: See questions 26, 27 and Question: It is stated that The facilities selected will need to host between nine and 500 attendees, but the meeting attendance outlined on pages 2-3 never exceeds 500 people. Does each facility need to accommodate 500 people every time? Answer: See question Question: What is the AV expectation for simultaneous meetings? Answer: AV will be handled separately by another vendor. 84. Question: Who will be responsible for paying the service fee for credit card processing? Answer: PCORI. 85. Question: Will there be registration fees to attend meetings? Answer: Currently, there are no fees to attend meetings. 86. Question: Conference/Event Planning Agenda/ Logistics Deliverable what is expected? Answer: It is anticipated that the Contractor will have identified sites and other peripheral requirements as needed by PCORI in order for PCORI to make an informed decision on venue and location. 87. Question: On pg. 7 under A/V Support, the RFP mentions transcription services, but on pg. 20 mentions note taker services. Can PCORI clarify which specific service will be requested? Answer: They are the same. PCORI requires the Contractor to provide a note taker who can transcribe the notes for recordkeeping and future use. 88. Question: Will any of the events run concurrently? Answer: Only to the extent that there may be overlap from facilitating or concluding one event and begin planning for another. 89. Question: Pg. 9 of the RFP mentions speakers and presenters, will the Contractor be expected to reimburse travel expenses to the guest speaker and pay honoraria? Answer: No, this will be handled by PCORI. 90. Question: Can PCORI clarify if hotel costs (conference room, room block, food & beverage) and attendee travel costs are to be included in the Cost Proposal as predetermined expenses? Or, is the Contractor only expected to negotiate these contracts with contract execution and payment to be made directly by PCORI. 9

10 Answer: No hotel costs will vary according to venue date and location and will be paid directly by PCORI. As referenced in your question, PCORI expects the Contractor to thoughtfully ascertain PCORI s event needs; negotiate best prices and terms with the chosen venue; and then ensure that the final invoice(s) accurately reflect the negotiated charges. 91. Question: Would it be possible for you to clearly identify what elements fall into the Firm Fixed Price for programmatic hours and predetermined expenses and what falls into the Cost Reimbursable expenses categories? A template with elements broken down into these categories would be a good approach. Answer: See question Question: Is this an annual conference? Answer: These conferences are expected to be held annually, but may be subject to change. 93. Question: Which hotel brands have been used in prior years or last year? Answer: Wyndham, Hilton, Marriot, Westin, Hyatt, and Omni. Vendors can visit the PCORI.org website for more information. 94. Question: It is noted for the Governor s meeting that a ballroom is needed. If there will only be 36 people total, would a room to accommodate this number be acceptable, even if not a ballroom? Answer: No see question Question: What is the room setup for all workshops? Answer: The room set ups vary according to event. 96. Question: Is the contractor required to provide travel, lodging and M&IE for attendees at each meeting? Answer: No. 97. Question: If contractor is to provide travel, how many attendees will require it? Answer: See question Question: Since the locations and dates for workshops are not designated outside of the Governor s, do you require pricing for a hotel? Answer: Yes, see question Question: Will these workshops require payments? If so, what will the fees be associated with the workshops? Answer: See question Question: Does PCORI have a merchant account, or do you anticipate using the contractors? Answer: See question Question: What will be the audio visual requirements for each workshop? Answer: See question

11 102. Question: How many speakers for each workshop? Answer: Contractors will not be required to obtain speakers. The number varies by event Question: Will contractor be required to manage speakers (i.e. gathering materials, providing logistical details, paying for speakers to travel etc.)? Answer: The Contractor will be required to coordinate the events, which will include speakers, but will not be required to pay for speakers Question: Under General Coordination of Event Logistics, it s mentioned security for documents when necessary. Is security required for each workshop, and in what form (i.e. armed guards, 24 hours etc.)? Answer: No, but PCORI expects the venue will provide its normal level of security for events Question: How many handouts will be used for each workshop? Will you require printing for these materials? How many pages for each handout? Answer: PCORI s in-house staff will handle handouts, printing, etc Question: On page 10 it notes the facility should be able to hold attendees. However, the workshops listing on pages 2-3 note only a small number of attendees. How many people will be attending each of the Governor s, Engagement, Stakeholder and Research Workshops? Answer: See question Question: Clarification of expectation for costing should costing be based on the 4 sample board meetings or on the 4 types of meetings referenced in the RFP? Answer: See question Question: Based on history, have meals, breaks and receptions been provided at the GSA Federal Government per diem rates per person? Answer: In most cases, yes, the per diem rates have been utilized and PCORI has taken extra measures to ensure that exceptions are infrequent, and when they have been applied, it has been in accordance with FTR Part Question: Please clarify anticipated attendance range for the four types of meetings. Summary information implies maximum of 50 people. The RFP on page 10 references a range of attendees Answer: See question Question: Could you please offer additional details on the anticipated responsibilities associated with coordinating with PCORI travel management? For example, will contractor be required to make travel (air/ground) arrangements for attendees or will Contractor work with PCORI Travel Management form a standpoint of providing logistical details but not making actual travel arrangements. Answer: PCORI anticipates that the Contractor for this effort will interact at the hand-off of the PCORI travelers when they become attendees at an event Question: Regarding Bar code/qr code applications: Will each meeting s registration required information be the same data fields? 11

12 Does the Bar Codes/QR Coding need to be unique for each individual meeting, or each of the four types of meetings or the same for all meetings? Answer: Each event will likely have different registration information with the exception of basic information such as first and last names, s, etc. Additionally, PCORI anticipates that the bar/qr codes will differ for each meeting 112. Question: Who is the incumbent, are they eligible? Answer: See question Question: What is the past award amounts per period? Answer: See question Question: Can historical data from past functions/events be turned over to the incumbent which will assist in vendor/facility negotiations will this be a part of the transition? Answer: Yes, PCORI will make this information available to the Awardee Question: Pg2 reference cutting edge technologies what is PCORI already using or applications PCORI is accustom to using Answer: See question Question: Are there any agreements or contracts that will need to be turned over to the incumbent; if so are there any associated costs and will the contract cover those costs Answer: See question Question: Are there any of the Board of Governors Meetings already booked Answer: Yes, February 3-5, 2013 is already booked but supporting the meeting will be part of the transition Question: What is the current transition plan in the current contract, what is the expected or authorized transition time (Maximum) Answer: The expected transition plan is 30 days Question: Pg 6 in reference to the Web registration what services do you feel make it user friendly Answer: Attendees do not have to hunt for information and it is readily accessible, including being able to register using a variety of devices desktop, tablet or smart phone Question: Pg 6 -in reference to Phone registration.is current line assigned to the current contractor and can that be transferred. Also please verify that the local number needs to be in the DC area code Answer: PCORI prefers a toll-free number for any phone registrations. There is no current line that can be transferred Question: Does PCORI own any AV equipment Answer: No. 12

13 122. Question: Are any of the pre-event support meetings needed as person to person with CPORI representative Answer: The Contractor can anticipate 1 2 in-person meetings per event Question: Pg 8 in reference to the hotel, travel and business reward program is there already a service that you are using or would prefer to use Answer: No, the Contractor can make recommendations Question: Pg 8 in reference to the Travel Management Services Coordination who is the current contractor, does their contract expire during this contract --- if changing mid-stream this may cause unnecessary or extra work for the CEM Answer: Alamo Travel Group is the Travel Management Services contractor and was recently awarded a base and 2 year option contract in September Question: In regards to pg 11 Technology Services ---what equipment is presently owed if any by PCORI Answer: See question Question: Pg 12 in reference to the ad-hoc back-office technology framework and generation additional reports in the formats requested can you please identify the format so we can determine if our system can accommodate the request or if needed what modifications are needed Answer: See question Question: Pg 12 Telecommunications Services please identify the conditions of the contract the contractor shall be responsible for ensuring that any subcontractor providing phone service complies with all conditions of the contract Answer: Conditions are in reference to meeting the Quality Assurance Plan, the Deliverables and any SLAs and a flow down of performance standards established as a result of a contract Question: Pg Furnishing of Equipment/Property please identify what equipment you feel is standard The contractor will furnish its own equipment and the systems needed to facilitate CEM services and processing thereof. Answer: The Contractor will furnish its own equipment on its premises in order to conduct normal business to support the contract Question: What is presently in place with the current contract in regards to the transition plan Answer: No transition plan is in place, as PCORI is a newly created entity Question: Pg 13 OCOI what things compromise an OCOI Answer: Reference: Question: Pg 16 Quality Measurement On-site support, how is current contractor providing in this manner, how much staffing are they providing during your events Answer: PCORI anticipates that one person from the Contractor staff will be onsite at events. 13

14 132. Question: Pg 17 in reference to Section 508 compliance, will PCORI pay for any of these services i.e. interpretation, etc. Contract must arrange does that mean pay and would that be considered an ODC Answer: PCORI will pay for these services directly to the resource Question: Pg 19 B3. Assist attendees with travel arrangements and transfers to and from the airport. Please clarify the services thought there is a travel company to handle present understanding is that CEM to handle hotel accommodations and transfers to and from airport Answer: The Travel Management contractor will handle all travel arrangements Question: Page 3 The solicitation clearly indicates that the Contractor s labor and a few related programmatic expense items will be part of a firm fixed price contract, and that other expenses will be cost reimbursable. Should bidders estimate cost reimbursable items related specifically to its work in the cost proposal? For example, the costs of staff travel to meetings, and the cost of shipping meeting materials to-and-from events? Should bidders estimate cost reimbursable items that PCORI plans on paying directly? For example, video-recording services, hotel lodging, and transcription services? Please confirm that if the selected CEM has not included a contractor-related programmatic expense or line item in its proposed budget, PCORI will not provide reimbursement. Answer: PCORI has amended the cost section. Please review amended RFP for more information. Nevertheless, it is expected that the Contractor will ascertain PCORI s meeting support needs; research best prices for the date/location/venue; and assertively negotiate best prices for PCORI, whenever possible Question: Will the selected CEM be executing the hotel/event venue contracts? Answer: The Contractor will be negotiating, but not executing the venue contracts Question: Will PCORI personnel be executing most of the event specific cost reimbursable contracts? Answer: Yes, PCORI will be executing most of the event-specific cost reimbursable contracts, but may request recommendations from the Contractor should more resources be needed Question: If the selected CEM is executing most of the event specific contracts, but PCORI is paying the invoices directly, how will the CEM be notified that the obligation has been paid? Answer: PCORI s intent of hiring a CEM contractor is, in part, to form a mutually beneficial working relationship. PCORI will notify the Contractor if any concerns arise that would impair its ability to coordinate a meaningful event Question: Page 8 - In keeping with instructions from the White House, all Federal agencies have undertaken efforts to restrict the provision of food and beverage at meetings, trainings, and other events. What is the F&B approval process for PCORI? Answer: PCORI s conferences, meetings and events are mission-critical to its success as an organization with the focus being on patient-centeredness. Conferences are engagement sessions with the patient at the center in an effort for evidence-based research to advance the patient experience by being informed on outcomes and available options. Per the OMB, events that are important to the core mission are acting responsibly as good stewards of taxpayer dollars. The 14

15 approval process for conferences and events is conducted in a professional decision-making manner and follows the guidelines as documented in FTR Part Question: Should bidders estimate the costs of F&B in the cost proposal? If yes, what assumptions should bidders make regarding the number of meals, breaks, and receptions? Answer: No, PCORI intends to pay resources directly Question: Page 8 - Will there be a process established for the CEM Contractor to obtain travel itineraries from the TCS Contractor? Answer: Not at this time Question: Does the CEM Contractor process ground transportation and per diem reimbursements for supported travelers under this contract? If yes, does the bidder need to estimate the costs of these items in the cost proposal? Answer: No, the Contractor will not be required to process reimbursements, nor does the Contractor need to estimate these costs in their proposal Question: Is the need for a note taker at each meeting separate from the need for a professional transcription service? Answer: See questions 65, 66 and Question: Please identify which meetings use a professional transcription service. Answer: See questions 65, 66 and Question: Will all the meetings listed in the solicitation be live-streamed over the web? Answer: Yes, PCORI anticipates that each meeting will be streamed live via the web Question: Can the Past Performance information be presented in the appendices? Doing so would allow bidders to provide additional detailed information both in the past performance descriptions as well as in the remainder of the Technical Proposal. Answer: Yes past performance information may be included in the appendices. Information included in the appendices does not count toward the page limitation listed for the Technical Proposal. Offerors are encouraged to provide references, examples, and contacts that can represent successful past performance for similar organizations, events, etc. and limit it to one page per past performance Question: Page 13 Deliverable Chart. The due date for billing reconciliation and financial compliance (budget) report is 10 calendar days after the meeting is completed. Does this apply only to the labor invoice from the Contractor? Invoices from vendors and hotels/venues are frequently received after that time period has lapsed. Answer: Yes, applies only to the labor invoice Question: Page 15 The Quality Service surveys (evaluations) does PCORI prefer that these evaluations be in hardcopy format, or can they be made available online? Answer: Electronic format is preferred for all correspondence Question: Page 15 - How do the Service Level Agreements relate to the performance measurements itemized in the Quality Assurance Surveillance Plan? 15

16 Answer: The SLAs tie into the Quality Assurance Surveillance Plan (QASP) and the deliverables and are considered part of the formal contract when executed Question: Pages 16 & 20 There is reference to the Contractor placing one manager onsite for each meeting/event, while the QASP indicates the Contractor should provide enough staff to independently manage all aspects of the event. For certain events, may the Contractor use more staff onsite? Answer: PCORI anticipates that one manager will be at each event from the Contractor s organization. If PCORI should have a need to increase the number of Contractor staff at the event, PCORI will make a formal request to the Contractor Question: How should the firm fixed price portion of the Cost Proposal be presented? Will the CEM be invoicing in each contractual period for the full firm fixed amount, or only the actual level of effort and real expenses up to the firm fixed price ceiling? Answer: Firm fixed price costs should be clearly listed based on the way your organization would operate in order to conduct the Scope of Work with PCORI. Once a Contractor is chosen, certain firm fixed price costs would be expected before and after an event, as well as during the event. Discussions, meetings, negotiations, and work in support of an event will require a certain number of CEM staff members. The Cost Proposal should list the various staff members needed, along with titles, roles, rates, and hours. Regardless, the firm fixed price stipulation of the RFP is meant to ensure that the key staff roles are pre-defined; the rates associated with each staffer are documented; and the number of hours needed before and after an event (as well as the time commitment needed during the event) are clearly delineated. No expenses above the proposed firm fixed price ceiling will be reimbursed Question: Page 20 Is the 10 hours of travel time referenced included within the two full days of each conference also mentioned? For example, 16 hours onsite plus 10 hours of travel time? Answer: Yes, that is correct Question: To meet Section 508 requirements, all video recordings require close captioning. Should the CEM include labor hours for time needed to proof/edit the close captioning? Answer: No, as it is currently being provided by another Contractor Question: For each of the event/conference sessions, will the contractor be responsible for payment of air transportation, per diem and local travel reimbursement for each of the attendees? Answer: No, PCORI will be responsible Question: Will contractor be responsible for the payment all lodging and all other related hotel costs associated with the event/conference sessions? Answer: No, PCORI will be responsible Question: For pricing purposes can you provide the AV requirements for each session should contractor be responsible for payment? Answer: PCORI will be responsible Question: Can you provide all meeting materials the contractor will be responsible for each session (i.e. printing, signs, copy, tent card, name tags, etc.)? 16

17 Answer: PCORI will be responsible Question: Will the contractor be responsible for graphic design for meeting materials? Answer: PCORI will be responsible Question: Will the contractor be responsible to pay for any food and beverage costs associated with any of the event/conference sessions? Answer: PCORI will be responsible Question: Is the cost proposal to provide an estimate costs for each category of event/conference session (i.e. Board meeting, Engagement/Stakeholder/Research workshop, and/or an overall budget for all 22 events? Answer: See amendment for revised cost section Question: It is a requirement in the RFP for one contractor staff member to be on-site for every meeting. Is the requirement that this individual will be the project manager or can it be other meeting/conference professional staff? Answer: See question Question: For onsite management, are the 10 hours of travel included in the two full days or in additional to two full days? Answer: See question Question: How many meetings will require a note taker and is the contractor responsible for this cost? Answer: See questions 65, 66 and Question: In light of all that is being requested in the proposal and the page limit, are appendices permitted? Answer: Yes, appendices are permitted, but please take note that the Offerors should make their point in the technical section with any further information to expand the description, however, PCORI reserves the right to not read past the required technical solution, management approach and past performance Question: This contract will be a fixed price for labor. Will all Other Direct Costs (ODC) costs be reimbursable should contractor incur ODC s? Answer: See amendment for revised cost section Question: Who won the Travel Management Services contract, PCO-TVL-2012? Answer: Alamo Travel Group Question: Would PCORI consider not including past performance in the page count for the technical proposal, or at least increase the page limit? Answer: Past performance is not included in the 10 page limit, however Offerors should limit their past performance descriptions to 1 page per performance. 17

18 167. Question: For budgeting purposes, can you confirm or estimate the number of meeting rooms required for the Engagement, Stakeholder, and Research Prioritization Workshops? This will impact the budgeting of AV equipment in those rooms Answer: See questions 26, 27 and Question: For budgeting purposes, can you confirm the AV equipment required in each of the meeting rooms? Answer: AV will be required, but PCORI will be responsible for procuring equipment Question: Please provide a sample agenda for each category of meeting. Answer: PCORI is unable to provide, but vendors are invited to review PCORI s website for more information on meetings and events Question: Is internet access required for all attendees in the meeting rooms? Answer: Yes Question: Will site visits (prior to contract negotiation) by the contractor be required for each of the 22 total meetings? If no, can one assume that site visits will only be required for the 10 Engagement Workshops? Answer: No site visits will be required by the Contractor Question: Understanding that per diem rates are to be used for food and beverage events, what is the typical food and beverage required at all of the meetings? (i.e., breakfast, am/pm refreshment breaks, lunch, reception) Answer: It varies depending on meeting and length of meeting. Contractors can refer to questions 35, 71, 72 and 138 for more information Question: Do the receptions have a cash bar? Answer: Yes Question: For budgeting purposes, can PCORI estimate the number of live webcasts that may be required? Answer: All meetings are broadcast live via the web Question: For budgeting purposes, shall we assume that a note taker will only be required for the Board meetings and not the Workshops? Answer: See questions 65, 66 and Question: For budgeting purposes, how many and which type of workshop will require transcription and how many will require just recording? Answer: See questions 65, 66 and Question: For budgeting purposes, can you estimate the number of events that will need video broadcasting? Answer: All events will need broadcasting. 18

19 178. Question: Will the contractor be responsible for coordinating the travel (air, hotel, per diem, ground transportation) of the meeting participants? If so, what is the average number of participants receiving travel support per meeting? Answer: No Question: Will the contractor reimburse Speaker/Presenter travel expenses? If so, please provide an estimate # of speakers Answer: No Question: Does PCORI offer honorariums? If so, please indicate the amount and the # of honorariums expected per meeting Answer: PCORI will directly handle and process all compensation associated with employees, Board / Committee members; and other select guests Question: On page 6, under web registration, when you say facilitate the conference agenda, please confirm that you mean posting on the website and not creation of personalized agendas. Answer: Correct, posting the agenda on the website and on the registration page, as well as (when developed) using a bar/qr code to download the agenda on a device. PCORI anticipates assistance with facilitating the agenda to keep the program on queue Question: Will the contractor be responsible for inviting participants? Answer: No, not required by the Contractor Question: On page 11, PCORI indicates that registration fees will be charged. Does PCORI have existing merchant account that will link directly to the registration site or are the offerors expected take in the registration fees? Answer: See question Question: At various points throughout the RFP reference is made to PCORI s Manager of Meetings and Special Events PCORI s Travel and Event Manager and a contractor providing travel management services. Who will be the primary PCORI point of contact? What is the role of the PCORI Manager of Meetings and Special Events? What is the role of the PRCORI Travel and Event Manager? What is the role of the Travel Management Services Contractor? Answer: The PCORI POC is the Travel and Event Manager who will work directly with the awarded Contractor. The Travel/Event Manager s role is to ensure that all events have the requisite needs of the event developed with members and departments of PCORI s internal organization. The Contractor will be required to help coordinate all conferences, events and meetings that PCORI hosts all with the patient at the center of the program Question: In which states has PCORI received tax exempt status? Is contractor responsible for obtaining tax exempt status waivers? Answer: PCORI is a federally established IRS tax-exempt 501(c)1 registered and located in Washington, DC Question: Please provide an example of the type of or situation leading to the need for the ad hoc reports mentioned on page

20 Answer: Ad hoc reports will be requested for any special circumstances where PCORI is attempting to generate statistics that fall outside of its normal reporting structures as outlined in the SOW. An example would be the number of patients who signed up to attend an event or, if available, geographic distance traveled for participants, including patients Question: The cost proposal must contain pricing for the entire scope of services. Is it PCORI s preference that the contractor pays all vendor invoices and subsequently invoice PCORI for those costs? Answer: No PCORI will contract and pay (directly) all vendor invoices. It is expected that the chosen CEM Contractor will help PCORI to negotiate best-price contracts; and ensure that the services provided match the final invoiced amounts Question: Can PCORI confirm which of the other direct costs will be cost reimbursable and which will be pre-determined expenses? Answer: See amendment for revised cost section Question: We have noted on page 11 the request for a single invoice. Is it expected that the single invoice includes both fixed and cost reimbursable items? Or may cost reimbursable items be invoiced as incurred? Answer: The request for a single invoice is in the interest of keeping costs low for invoice processing. PCORI will work with Awardee if any special conditions exist Question: Will PCORI sign the contracts for meeting venues? For vendor services? Answer: Yes for both Question: Should offerors include the optional tasks of speaker sourcing and after-conference events in their cost proposal? Answer: No Question: How does PCORI currently track their rewards programs? Will the contractor s responsibility be limited to hotel rewards programs? Answer: See question Question: Does PCORI have any preferences on how to detail our cost basis in the pricing proposal (i.e., by labor category, by rate, by task) Answer: See amendment for revised cost section Question: If cost basis is by task, shall we assume the tasks are the 7 headings on pages 6 thought 9? Answer: See amendment for revised cost section Question: Could you please provide more specific details on the sort of website features you are expecting from the registration website(s)? Particularly in regards to the statement on page 6 of the RFP "Web registration facilitates the conference agenda." Answer: See question Question: Do you envision each event having its own separate registration website, or do you envision one registration hub with the ability to register for multiple events? 20