QUESTIONS FOR RFQ 36C24124Q0377.docx

QUESTIONS FOR RFQ 36C24124Q0377-0001

1. Are we to include the cost of the equipment rentals in our proposal? Or is this just for coordination and set up of those elements already furnished by the VA? Equipment will be included in quote cost.

2. Is this a ticketed event or open to the public? Open to the public.

3. Do you have an ideal budget spend for this solicitation? This is to ensure that since the event date is approaching that we can provide your needs at a suitable spend. Cost will vary pending on what is sub-contracted by awarded vendor.

4. I assume you'd be looking for us to develop the final run of show, manage the tenting and all vendors, welcome and guide the attendees and keep the event running from start to finish, including the management and facilitation of event setup and breakdown, is this correct? The Government will manage all other vendors not included in this contract along with welcoming and guiding attendees. The vendor will be responsible for the setup and breakdown of event.

5. Are you going to submit the solicitation for an RFP? 36C24124Q0377 with one amendment 0001.

6. What is your budget range for the solicitation? See question 3.

7. When is my Party Planner services proposal due? April 8, 2024, at 9:00 AM EST.

8. Are there any food vendors on site or is that something that I have to provide? The Government will be providing food vendors, which will be onsite.

9. I just wanted to ask if the meetings following the 2-week daily meetings must be in person or can they be virtual? The Government has a team meeting weekly. The vendor will be required to meet on-site the week prior to the event.

10. We have a vendor for the equipment already we just wanted to confirm that the equipment needs to be provided by the quoter and is not already being provided by the VA? Equipment will be provided by the vendor and is not being provided by the Government.

11. There is only one line item for event planning services in the quotation table format. Should the vendor respond with a separate line item for the ODC’s or merge into the one-line item with the labor cost. Merge all costs as one line item.

12. Should the optional inclement weather option be included in the main line item 0001 pricing or separated onto a new line. Included into line item 0001.

13. Will the meeting leading up to the event be required to be in-person or can they be conducted virtually? The Government has a team meeting weekly. The vendor will be required to meet on-site the week prior to the event.

14. Is there an incumbent for this work? No.

15. How far into the event planning process is the VA? The Government is providing a sample agenda for vendors to view as part of solicitation amendment 0001 (see attachment). Also, the Government has assigned sub committees for the major tasks such as decorations and parking.

16. Is there an agenda or would the agenda be part of the support? The Government will create and provide the agenda for the event.