36C10E23Q0135 0002_Vendor Questions and Agency Responses.docx

Question #1: Upon reading the statement of work, requirement 5.2.1 breakout rooms instructions states that there are 5 meeting rooms that will need a sound system equipped with a microphone. I am only reading 4 rooms throughout the SOW. 1 General Session, 1 Boardroom, and 2 Admin Rooms. Will there be a need for 5 rooms?

Response #1: There is one General Session Room and Three Breakout Rooms in the SOW that require AV, in addition, there is one Board room and two admin rooms listed.

Question #2: Can you tell me if this RFQ has a small business set aside?

Response #2: The Principal NAICS code for the solicitation is: 721110 - Hotels (except Casino Hotels) and Motels. As such, there is no small business set-aside.

Question #3: 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.

Response #3: This is a new requirement.

Question #4: It appears that this Request for Proposal (RFQ) is intended for a hotel. Are you seeking hotels to host this event?

Response #4: Yes, we are seeking Vendor’s who provide Meeting Space under the applicable NAICS and are capable of providing ancillary AV support as identified in the solicitation.

Question #5: Considering the proximity of the date, would you be able to sign a planning document and submit a deposit for planning?

Response #5: No

Question #6: Compiling and sending you all the researched information, including multiple options if desired, is likely to take approximately a week or 1.5 weeks. Would this timeframe be acceptable to you?

Response #6: No

Question #7: Regarding audiovisual (AV) requirements, if you are hosting the event at a hotel, it is probable that we will collaborate with their in-house AV team for event production.

Response #7: Yes

Question #8: Will you require sleeping rooms for this event?

Response #8: No

Question #9: Will the group be requiring any food and beverage?

Response #9: The RFQ calls for, “Ice water and glasses should be provided in the back of the room”. No further food or beverages are required.

Question #10: Is there going to be any additional security personnel?

Response #10: No

Question #11: In addition, may we ask how much would be the budget for this event?

Response #11: No.

Question #12: We would like to know that will you accept accommodation for more than 3 blocks as we are very much interested to submit our offer for this solicitation but our hotel comes within 2.6 miles.

Response #13: A radius of three blocks of the applicable address has been established by the Agency.