RESPONSES_QA__Questions_1-5_EXCEL_RFQ_45310018Q0010.docx

Request for Quotation: 45310018Q0010 Facility to Host the EXCEL Conference FY 2019-2021

RESPONSES TO QUESTIONS 1-5 FOR EXCEL CONFERENCE

Question No. 1 of _: The request states that the same facility must be able to accommodate all three years, is this correct? I see that 2019 and 2020 are the same cities, but 2021 is District of Columbia and Baltimore? The hotels are pretty independent of each other when it comes to working out an agreement, so I just wanted to clarify what that meant if it needs to be the same “contractor” all three years.

EEOC Response: The facility must be able to accommodate the conference once per year, in a different location each year of 2019-2020 and in the District of Columbia or Baltimore. The EEOC will accept quotes from the facilities within the suburbs of Maryland (Prince Georges County or Montgomery County) or Northern Virginia suburbs (Arlington County, City of Alexandria, Northern Fairfax County). All locations must be within ten minutes walking distance from a metro station.

Question No. 2 of _: For the sleeping rooms, would the initially pricing that you are looking for be 200 rooms each night, is that correct?

EEOC Response: See the attached sample of required sleeping room nights.

Question No. 3 of _: Are you generally looking for downtown hotels or hotels outside of downtown/near the airport?

EEOC Response: The EEOC is looking for downtown hotels.

Question No 4 of ____I am not clear on the exact amount of rooms you will require, can you please clarify.

CLIN 0001-Lodging Requirements-Specific requirements each day for the Base Period and Option Year 1 and Option Year 2 are as following: The contractor shall provide a minimum of 120 room nights for external speakers, which will be paid directly under this contract. The contractor shall provide rooms at or below the Federal government’s per diem rate for lodging. The contractor shall provide a room block for up to an additional 1600 room nights for attendees, exhibitors and internal staff that are responsible for paying the contractor directly for lodging costs. The Institute will manage the room block and will turn back any unused rooms to the contractor, without penalty, by a cutoff date to be determined upon award of the contract. The Institute will provide the contractor with a master list of attendees and staff credit card information. The Institute requires the contractor to block up to 200 room nights at or below the Federal Government per diem rate for lodging during the week before and after the conference for seminar attendees and other conference personnel. All room nights booked by the Institute or conference attendees will be credited to the conference’s master account.

EEOC Response: EEOC Response: See the attached sample of required sleeping room nights.

Question 5: In the solicitation for the Examining Conflicts in Employment Laws (EXCEL) Conference, you state that The Institute anticipates conducting the annual conference in different regions of the United States over the next three years. Would you kindly clarify; are you having this conference once per year, in a different location each year? Or, are you holding this conference in multiple locations each year throughout different regions. I read this as; one conference per year in a different region each year, but I just want to make sure.

RESPONSE: The conference should be held in a different region each year.