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Questions and Answers
| Question: | Can you please confirm if the guest will be needing a lodging room block check in 12/12/22 and check out 12/16/22 or check out 12/15/22? In the first paragraph it states 12/12/22 through 12/16/22, but it looks like the shuttle service runs 12/15/22 for the day of departure on the last paragraph on page 1. |
| Answer: | Check in will be Monday, December 12, 2022. |
Check out will be Thursday, December 15, 2022, for approximately half of the attendees (~50 individuals), with the other half checking out on Friday, December 16, 2022.
| Question: | Can you also confirm what time meeting rooms will be needing on 12/12/22 and will they be needed through what time on 12/14/22? |
| Answer: | The reception room (which we anticipate may also be used as the main conference room) will be needed on Monday, December 12, 2022, from the early afternoon until approximately 9:00 PM. |
Main conference room and two breakout rooms will be needed on Tuesday, December 13th and Wednesday, December 14th from approximately 8:30 AM until 5:00 PM.
Main conference room and two breakout rooms will be needed on Thursday, December 15th from approximately 8:30 AM until 12:30 PM.
Question: Will your agency be providing a temporary credit card so that I can put a hold on for the rooms in reception halls?
Answer: No. This will be covered under the contract. Individual travelers will use individual travel credit cards to secure nightly accommodation as soon as venue is selected.
| Question: | Can the main venue serve as the lunch dining area? |
| Answer: | Probably yes. If the main venue can be used as the lunch dining area, then yes. A separate dining location will also be acceptable. |
| Question: | Will lunch be served buffet style? |
| Answer: | If the selected proposal includes a buffet style lunch, a buffet style lunch will be served. |
| Question: | What seating style is preferred in the two breakout rooms? |
| Answer: | These spaces will be used as business offices and for meetings. |
| Question: | What is the room cancellation deadline? |
| Answer: | Same day before 4:00 pm |
| Question: | What is the final meal count deadline? |
| Answer: | No date identified |
| Question: | On the Statement of Work attachment, I did not see any food/beverage needed on December 15th. On the Meeting/Venue Specifications attachment, I saw refreshments/snacks ranging from 12/13/2022-12/15/2022. I would like to clarify that morning snack or breakfast was not required on December 15th. |
| Answer: | Breakfast and AM snack are required for the group on December 15th. Breakfast is not required for the group on December 16th. |
| Question: | All transportation request as outline must be provided and paid for by the host venue? Or is there appropriated funding in the program budget? |
| Answer: | No, it does not have to be paid for by the host. There is minimal funding. |
| Question: | For the Airport Shuttle on Dec. 12th and 15th: Is there a specific six-hour window you are looking for? Also, if I correctly read the group room departure date is Dec 16th, so do we need the airport shuttle on Dec 15th or 16th? |
| Answer: | We will not have a specific window until travelers begin booking travel. Most travelers will depart on the 15th, some will depart on the 16th. Potentially both days depending on the number departing on the 16th. |
| Question: | What time on Dec 15th is the program scheduled to conclude? |
| Answer | The will be a half-day, and no later than 3:00 pm |
| Question: | Food and Beverage: Is this request also to be paid for provided and paid for by the host venue? Or is there appropriated funding in the program budget? If this is paid for by appropriated funds, at what are the meal rates (i.e. does this have to be per diem as well or is the program allowed to spend more)? |
| Answer: | No, it does not have to be paid for by the host venue, it does need to be provided by the host venue. There is funding for this. The meal rate is $17 and should be as close as possible to the per diem rate. |
| Question: | What is most critical for the success of this program? |
| Answer: | The attendees have the same to interact, there is resources available, so they don’t have to leave the property such as restaurants. |
| Question: | What does your decision timeline look like? |
| Answer: | Need to have a location secured by November 10th. |
| Question: | Federal tax exempt will be provided. |
| Answer: | Yes, upon award |
| Question: | What type of rooms should be available? Double, Single, or combination of both Answer: | Both |
| Question: | Breakout room setup – 35 people class | |
What type of seating arrangement is required: u-shape, classroom, etc.
Answer: The breakout rooms will be used as business centers, to take meetings and conduct business.
| Question: | Shuttle service – Exactly what 6-hour timeframe should the shuttle be in service? |
| Answer: | Unknow at this time. |
| Question: | What timeframe will the attendees be shuttled to and from to the ARS Research Lab - Experimental Prototype Community of Tomorrow (EPCOT) Center on Thursday, December 15, 2022, for up to 50 people? |
| Answer: | Unknown at this time. |
| Question: | What is the government rate for meal per diem for Orlando, Florida: breakfast, lunch, and dinner? |
| Answer: | $69, $16, $17, and $31 |
| Question: | Has this event been held before? What are some of the logistics such as where and when? |
| Answer: | Yes, Kansas City, MO |
| Question: | What time will the general session start and end each day? |
| Answer: | 9:00 am |
| Question: | What time will the reception start and end on Thursday, December 15, 2022? |
| Answer: | The reception is on the December 13th. |
| Question: | Do you have a previous agenda or schedule of the entire event available? |
| Answer: | No |
| Question: | How will the reservations be made? Will we get a list of names? (Individual call in, rooming list, booking link) |
| Answer: | Booking Link, some may choose to call, there will not be a list of names provided. |
| Question: | What is the cutoff date for the attendees to register for event or book a room? |
| Answer: | TBD once award is made. |
| Question: | Are you able to provide a card that could provide 50% deposit on file for the catering services? |
| Answer: | No, a card cannot be provided. |
Question: Is this a reoccurring event? If so, is there an opportunity for a multiyear contract? Answer: It is a reoccurring event, but no opportunity for a multiyear contract.
| Question: | Will attendees be arriving together or individually? By bus or should parking be available? |
| Answer: | There may be groups that arrive and there will be individuals arriving most will arrive via air. A few may drive and park. |
| Question: | Are any ADA rooms required? If so, how many? |
| Answer: | ADA rooms should be available. Count is not known at this time. |
| Question: | Are there any dietary restrictions? Are you able to survey this during the registration process? |
| Answer: | Unknown if there are any, during the registration process attendees will be asked. Vegan and vegetarian meal options would be preferred. |
| Question: | Are any on-site amenities required (i.e., pool, on-site restaurant, armed security, etc.)? |
| Answer: | restaurant and business center |
| Question: | What does your event registration process look like? |
| Answer: | Registration will be coordinated by USDA. |
| Question: | Who should the packages be delivered to at this event? |
| Answer: | We will notify the selected awardee of the counterinformation after a selection is made. |
| Question: | Will we need American Flag and Flag representing Orlando, Florida on-site? |
| Answer: | That would be great but is not a requirement. |
| Question: | What size screen projector is needed? |
| Answer: | Large. Easily viewable by the attendees in the meeting room. |
| Question: | Attendees will start arriving and checking in on Monday afternoon, December 12, 2022, and stay through Thursday night, December 15, 2022, and checkout December 16, 2022 for a total of 4 nights. (confirmation) |
| Answer: | Most will leave on December 15th; some will stay until December 16th. |
| Question: | Will shuttle service be paid by USDA or you prefer the hotel to provide this service complementary? |
| Answer: | Either, but if USDA pays for the shuttle service a list of vendors is requested. |
| Question: | Can you please confirm what audiovisual equipment will be in each room? |
| Answer: | AV requirements provided in scope of work. |
| Question: | In the document you have mentioned 120 rooms are needed. Can you confirm which type of rooms are required Double Occupancy or Single Occupancy. |
| Answer: | 102 room are requested. Most will be Single, but there may be some with Double. |
| Question: | The Period of Performance is from 12 December 2022 to 16 December 2022. So, on which date do you need rooms and on what days do you need conference space and breakout rooms? |
| Answer: | The rooms must be available December 12 – 16th, the conference space must be available December 12th – 15th, as well as the breakout rooms. |
| Question: | I have a vendor who can quote me for this event for the week before 12/5/22-12/9/22 would those dates work for you? |
| Answer: | No, the dates have been set and the speakers have been scheduled. |
