S01 Attachment 1 Questions and Responses.pdf

United States Department of Agriculture (USDA) Natural Resources Conservation Service (NRCS) Oklahoma

Oklahoma All Employee Conference Venue

SOLICITATION # 12FPC124Q0034

AMENDMENT 0001

Following questions were asked in response to referenced solicitation. Provided are government responses.

1. Question: Please confirm check-in and check-out dates for room block. Is room block requested for 2 nights? November 12th and 13rd with a checkout on November14th?

Response: Correct – Room block is for nights of November 12th and 13th, with check-out on November 14th.

2. Question: Under C.1.2.8.2 would it be acceptable to have breakout rooms classroom style the whole time, or is it essential that setup is changed to round tables in all rooms on last day?

Alternatively, could a round table setup work on all days, if seats are in semi circles the first day so that everyone faces the front? This would avoid layout changes, which will increase costs.

Response: Yes – breakout rooms can be classroom style entire time. Alternative round table setup is also acceptable for all breakout rooms throughout conference.

3. Question: Do you need any power at your registration tables?

Response: Yes, a single 120v outlet nearby will be sufficient to keep a computer charged.

4. Question: Am I correct that there are no vendors for duration of conference?

Response: Correct, no vendors will be present during conference.

5. Question: I understand your requested AV items of projector, screens, podium, mic and sound.

Will USDA be provide any AV items? (i.e. laptops for main session and breakouts, and power cords)

Response: Yes – USDA will provide laptops and power cords for laptops.

6. Question: For after dinner family style games, will USDA provide family style games? Are there any successful themes/game options you've done in the past that have been a success?

Response: Yes – USDA will provide games. Likely will be yard game type – cornhole, ladder golf, and washers.

7. Question: Do you need a locked storage/office area during conference?

Response: It is sufficient for main conference room to be locked in evenings.

8. Question: In breakout sessions on Tuesday, November 13th, will breakout sessions require sound for presentations? Do speakers typically bring their own laptops or do you need that as part of your AV package?

Response: Yes. Speakers will bring laptops.

9. Question: For Lunch on November 13th, will there be a program/speaker during meal period?

Response: No

10. Question: Breakout session (C.1.2.8.1) includes a 5th breakout room. Is this only track of breakouts that a 5th space is needed?

Response: All break-out sessions only need 4 breakout rooms and 5th breakout room was an error.

11. Question: Should you go off-site for dinner on one or both nights, does off-site venue need to accommodate all 300 attendees, or would attendees be on their own?

Response: No, off-site dining does not need to accommodate 300 attendees. Individuals will be on their own.

12. Question: Attendees pay for individual hotel rooms and will make individual reservations. Do you require a staff/board room block that will be part of contract terms?

Response: A room block for 250 attendees is needed but a block of rooms outside of that is not required. Venue may provide date hotel rooms must be booked by under room block.

13. Question: Will conference qualify as tax exempt? Will Oklahoma resident attendees provide appropriate tax exemption documentation at guest room check in?

Response: Yes, USDA will provide venue tax exemption letter that applies to all attendees.

14. Question: Will payment for subsequent contract will be a typical 30-day payment after invoice approval? If not, could you please expand.

Response: Payment will be NET 30.

(END OF QUESTIONS AND RESPONSES)