SDC CIC DDTB SOLICITATION QUESTIONS 5 14 24 (2).docx

SDC/CIC/DDTB 1333LC24Q00000011 May 14, 2024

QUESTIONS RECEIVED:

1) We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services.

If not brand new, could you please provide the current / previous contract number?

No, this is a brand-new contract.

2) Please clarify whether you require single rooms or double rooms? Additionally, I would appreciate it if you could explain the meaning of (151 purchase order; 10 call-in rooms).

Since we are requesting over 100 rooms, a combination of single and double rooms is fine.

151 rooms will be on a government purchase order (paid my government card credit/finances). Therefore, the attendees will be responsible for paying for their incidentals only.

10 call-in rooms, should be reserved for speakers and others. They will be responsible for contacting the hotel and the cost of the rooms.

3) I wanted to know since this is such a large group in terms of room requests and conference size, would it be possible to utilize 2 hotels for this event? One hotel for lodging and the other for meetings and conferences. In some cases, I can get the hotels across from each other but in other scenarios, there will need to be a 6-minute drive between properties. Is there a maximum distance from the airport Census office that is required?

No, 1 hotel. We are under a tight time constraint with the program agenda. In addition, we can not afford to transport the attendees. Therefore, all events need to be in 1 hotel.

4) Will this be paid using one Gov credit card or will each individual be issued and use their own Gov credit card? This information will be needed so each individual can be held responsible for room incidentals unless otherwise specified that the Census Bureau will absorb any extra cost.

151 rooms will be on a government purchase order (paid my government card credit/finances). Therefore, the attendees will be responsible for paying for their incidentals only.

10 call-in rooms, should be reserved for speakers and others. They will be responsible for contacting the hotel and the cost of the rooms.

5) Can the plenary room be used as one of the breakout rooms?

Yes, the plenary room can be used as a breakout room.

6) Consider a hotel in Durham, NC or does it have to be in Charlotte, NC?

No, the conference has been approved for Charlotte, NC.

7) I have diligently contacted all hotels in Charlotte that align with the requirements outlined in the Statement of Work (SOW). Regrettably, it appears that the lodging availability for the specified dates—July 14 to July 18—is fully booked.

In light of this, I have engaged with several sales teams, and they have inquired whether there is any flexibility regarding the event dates. Could you kindly confirm whether the dates are fixed or if there is room for adjustment?

Yes, the dates are fixed for the week of July 15.

8) The submission of resumes for key personnel and the determination of labor rates.

Could you kindly confirm whether the instructions provided in the solicitation regarding these aspects are comprehensive and definitive for all offerers?

Disregard this Clause portion, just need to quote meeting space(s) and AV equipment. Do not need resumes or labor rates.