Attachment_4_-_Q_As_0001.pdf

Q&As – 140P4325Q0079 – Chesapeake Gateways Annual Partner Meeting

Question 1: First, I was wondering if there was any past award data that you'd be able to share with me?

Response: Contract 140P4324P0063/ Awarded to Maryland Economic Development Corporation/ $47,519.14. Event was held at a different location in Maryland.

Question 2: Additionally, I was wondering if you might be able to share the agenda from last year's meeting in Cambridge, so I could get a better idea of how space was utilized for breaks, lunches, etc.

Response: I've attached the detailed agenda from the Hyatt so they can see how the rooms were changed over and the setup.

Question 3: Lastly, I wanted to inquire about the estimated guest room needs on Sunday and Monday night. From my understanding of the Workshop Agenda Schematic and SOW, the Leadership Academy will commence on Monday into Tuesday, with the Partners Meeting starting on Wednesday. Are the Community Leadership Academy participants slated to stay at the hotel, and if so, do you anticipate needing about 40-60 rooms those nights (instead of 120-150)?

Response:

• Sunday will be less than 10 if any.

• Monday night should expected 40-60 rooms

• Tuesday and Wednesday up to 150 rooms

• Thursday most likely 50-75 rooms

Question 4: Can the requirement for 120–150 guest rooms be met with a mix of single and double rooms, provided the total sleeping capacity is achieved?

Response: No doubling up of rooms, however, we will consider venues that can at least accommodate most guests.

Question 4: Will the hotel be expected to hold a block of rooms, or will participants book independently at the per diem rate?

Response: Participants will book independently at the per diem rate, hopefully through a dedicated link or code with a cutoff date.

Question 5: For the concurrent breakout sessions (50 participants each), is classroom style preferred, or is banquet style also acceptable?

Response: It will depend on the session. We try to have one room classroom, one banquet, and one theater, if possible. We can work with the venue.

Question 6: For the Leadership Academy (60 participants), should we plan for round tables or rectangular tables?

Response: Round tables.

Question 7: Should pricing assume 150 participants for food and beverage, or will costs be based on actual headcount?

Response: Assume 150

Question 8: Are vegetarian, vegan, and gluten-free options required in the base quote, or may those be priced separately?

Response: Can be priced separately

Question 9: Will projectors, microphones, and sound systems be required for plenary and breakout sessions, or will NPS provide AV?

Response: NPS will provide projectors (specifications provided in advance), all other equipment - microphones, screens, amplification should be included in the proposal.

Question 10: Should AV technician support be included in the pricing?

Response: Yes, please

Question 11: Should proposals include a detailed cost breakdown (meeting space, food and beverage, AV, labor) in addition to the firm-fixed-price CLIN total?

Response: CLIN total is sufficient

Question 12: For food and beverage, does the government anticipate reimbursement based on actuals, or should the quote assume the maximum headcount?

Response: Assume maximum headcount