Solictation 36C10M26Q50006 QA COR Responded_.pdf

Solicitation 36C10M26Q50006 – Questions & Answers (Conference Meeting Support Services, Apr 26–May 1, 2026)

1. Location & venue rules: Is it strictly Houston, what radius/area, any venue type restrictions, any security requirements? Houston is our primary location we are interested in. We conducted a site visit with nearby hotels in Houston (December 1-4, 2025). We selected the Westin Galleria as the best fit for this meeting and needs. This area has plenty of restaurants with the 0.5-mile radius due to some attendees having mobility issues and all attendees not being authorized rental cars. The venue type needs to be able to accommodate lodging, meeting space, and A/V needs, with plenty of restaurants within a walkable distance. Currently, there are no security requirements.

2. Attendance & room needs: Confirm headcount and exact room setup—general session for ~200, breakouts (3x70, 5x25), quiet room, whether rooms run at the same time, and if storage is needed overnight.

We intend to use the following rooms from 27-30 April.

• General Session: 200 attendees

• General Session: (if we can split into 3): 70 in each split room

• 5 Breakout Rooms: able to hold at least 20/25 attendees

• 1 Quiet Room: 10 attendees

Rooms will possibly be used at the same time. We will provide a finalized agenda at least 2 weeks prior. No storage is needed in any of the rooms overnight.

3. Schedule: Daily start/end times, evening sessions, and how many room “resets”/reconfigurations per day. Typical start/end times are 0730-1700. No evening sessions, however, we would like to use the room/s in the evening for team bonding, games, etc. There are no resets to the room, we want classroom style for each room, and it will remain for the duration of the meeting. If the quiet room is set in a boardroom style initially, it may remain as boardroom style. Only reconfiguration would be if the hotel needs to come in and set up/remove airwalls for the general session room.

4. Lodging: Is a hotel room required? If yes, how many rooms/nights, dates, per diem limits, and who pays (government vs attendees). Yes, lodging is needed for the event, a total of 200 sleeping rooms nightly. Check-in would be 26 April and check-out 1 May. Prevailing per diem rates need to apply. Each attendee would be responsible for paying for lodging using their government issued travel cards.

5. A/V + hybrid: Exact equipment per room, how many mics, whether all breakouts need A/V, platform (Teams/Zoom/etc.), and whether recording/streaming/production is required.

• General Session – mainstage podium, 2 lavalier microphones, 4 handheld wireless microphones, at least 2 screens (depending on room layout)

• Cohort Breakouts – podium, 1 lavalier microphone, 2 handheld wireless microphones, 1 screen for presentations

• Division Meeting Rooms – A/V package (1 screen, 1 microphone)

• Quiet Room – no A/V package required

• Wi-Fi coverage for ALL rooms

We require the ability to stream/connect virtual attendees and speakers (via Teams) in ALL rooms except the quiet room. Recording and production is not required.

6. Internet: Wi-Fi vs dedicated line, minimum speeds, device count, any cybersecurity constraints. We prefer Wi-Fi in all rooms, however, a dedicated line for the presenter would be needed. No cybersecurity constraints.

7. Refreshments: What “light refreshments” means, how many breaks/days, dietary restrictions, where served. Light refreshments consist of coffee/tea/water and pastries/donuts/fruit in the AM and coffee/tea/water and chips/granola bars/fruit in the PM breaks. The AM and PM breaks would be needed Monday- Thursday for 30 minutes each for both breaks. Set-up would be in the lobby or area right outside of our meeting space and must ensure no access to individuals who are not attending the meeting.

8. Staffing & setup: Required event staff levels (event manager, AV techs), registration table, signage, furniture/linens. Typically, an event manager is assigned once we have the location/space established. That is strictly on the hotel's discretion.

We do not pay for event managers or A/V techs. A registration table outside the general room (or a foyer leading to the room) would be ideal for the first day to greet attendees. We will provide signage as we have banners that we will be using. Linens on the tables would be needed for all rooms in the event space.

9. Deliverables: Any required reporting, agendas, name badges/lanyards, invoicing breakdown. We may be shipping 2 boxes to the hotel that have our agendas and nametags. This would be on a separate charge and not needed in the master billing.

10. Pricing + submission: How to structure pricing (single FFP or line-item), allowed pass-throughs, due date/time, submission method, formatting/page limits. This is strictly up to the hotel and how they have their billing system configured. We would need event space, light refreshments, and A/V pricing. Each hotel is different with some A/V companies needing their own direct payment method, while others have one master account and they split accordingly once the bill has been paid. Deadlines for receiving bids need to be NLT 3/17/26.

11. Q&A process: Deadline for questions, whether a site visit is required, and when answers/amendments will be posted. NLT 3/17/26, site visits maybe required as we just conducted one in Houston in December 2025. If we completed a site visit at one of the hotels submitting a bid, no further site visit is needed.

12. Could you please confirm whether this requirement is designated as a Small Business set-aside or if Small Business participation is being considered under this procurement? Unrestricted

13. The acquisition strategy, including the assigned NAICS code and corresponding size standard? 72110 Size Standard 40M

14. Is there any incumbent/recompete or is this a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past? If this is for A/V needs and looking at past meetings, they can look in the system for the Cohort D and E Meeting in Orlando (August 2025) or the Cohort A and B Meeting in St. Louis (February 2024). This is the first meeting that includes three of our Cohorts, so meeting space and A/V would not be the same to compare to.

15. Could you please confirm whether proposals can be submitted by third-party organizations? Yes, all quotes will be reviewed.

Also, are you able to share more detailed information on Meeting setup, time for each meeting. Listed above questions are answered in question #2.

No more questions will be taken as of 3/4/2026