26Q0012_Attch 3_Hotel Attestation.docx

FA800326Q0012

RFQ Attachment #3

HOTEL & FACILITY COORDINATION ATTESTATION

Address: 8989 N Gate Blvd, Colorado Springs, CO 80921 Phone: (719) 886-1100 Website: www.thehotelpolaris.com

INSTRUCTIONS TO QUOTER: This form is a mandatory submission requirement for Technical Acceptability under Factor 1 (Technical Capability). The quoter is solely responsible for contacting the venue (Hotel Polaris) during the solicitation phase, coordinating their physical delivery and technical setup plan with the hotel’s events and technical staff, and obtaining a signed copy of this attestation from an authorized hotel representative.

This form must be submitted as an attachment within File 2 (Technical Quotation) prior to the quotation submission deadline. Failure to submit a completed, signed form shall result in a Factor 1 rating of "Technically Unacceptable" and immediate exclusion from award consideration.

HOTEL REPRESENTATIVE ATTESTATION:

This section must be completed and signed by an authorized Hotel Polaris Event Manager, Banquet Manager, or Technical Director.

I, the undersigned authorized representative of Hotel Polaris, hereby attest and confirm the following statements regarding the proposed coordination with [Insert Bidding Contractor Name] (hereafter referred to as the "Contractor") for the 2027 NPOC event:

1. Facility and Loading Dock Access: Hotel Polaris agrees to provide the Contractor with full, unrestricted access to the facility's loading docks, freight elevators, and the assigned ballrooms starting no later than 0800 hours on Sunday, 21 February 2027 (Day 0), to facilitate the complete installation and testing of all leased audiovisual equipment by the mandated 1800-hour deadline.

2. Space and Airwall Coordination: Hotel Polaris confirms that the hotel staff will be responsible for the physical installation, operation, and removal of the ballroom airwalls to partition the space into Breakout Room 1 and Breakout Room 2 for the Day 2 (23 February) sessions, and that the hotel has coordinated the physical layout with the Contractor's proposed equipment placement.

3. Power and Technical Compatibility: The hotel’s technical staff has reviewed the Contractor's equipment layout and power-consumption requirements. The hotel confirms that the ballroom's built-in power-drop interfaces are fully compatible with the Contractor’s equipment and that the hotel will provide the necessary power connections to support the Contractor's layout.

4. No Outside Contractor Fees: In accordance with the terms established for this Government event, Hotel Polaris agrees that no "Outside Contractor Surcharges," "Liaison Fees," "Patch-in Surcharges," or "Facility Access Fees" shall be assessed to the Contractor, the Government, or the individual travelers for utilizing an outside audiovisual leasing vendor. The Contractor is permitted to bring in and operate their own self-contained powered speaker systems and projection packages at $0.00 in auxiliary hotel surcharges.

5. Cabling Safety: The hotel has reviewed the Contractor’s cable safety plan and agrees that the use of commercial rubber cable ramps and heavy-duty gaffer tape is sufficient to meet hotel and local safety regulations for all public corridors and meeting spaces.

AUTHORIZED HOTEL REPRESENTATIVE SIGNATURE:

Hotel Representative Name (Printed): ___________________________ Job Title / Department: ___________________________ Contact Phone Number: ___________________________ Contact Email: ___________________________ Signature: ___________________________ Date: _________ (Signature section may be formatted differently if all requested information is provided)

CONTRACTOR ATTESTATION:

This section must be completed and signed by an authorized representative of the bidding Contractor.

I, the undersigned authorized representative of the bidding Contractor, hereby certify that our technical team has conducted all necessary due diligence, reviewed the Hotel Polaris ballroom layouts, and obtained the hotel’s signature above. We guarantee that our proposed equipment manifest is 100% compatible with the hotel's infrastructure and that we will absorb all coordination costs within our proposed firm-fixed-price.

AUTHORIZED CONTRACTOR REPRESENTATIVE SIGNATURE:

Contractor Representative Name (Printed): ___________________________ Company Name: ___________________________ Signature: ___________________________ Date: ___________ (Signature section may be formatted differently if all requested information is provided)