Questions and Answers_EXCEL Conference_EEOC RFQ 45310023Q0007_022323.pdf

Question And Answer- EXCEL RFQ # 45310023Q0007

Question Solicitation Section

Questions Answers

1 Schedule of Supplies and Services, RFQ Attachment 2

A quick question….at our hotel, the AV is handled by Encore. Groups such as EEOC, contract with Encore separately from the hotel and so as not to create confusion, Encore typically responds on their own.

How is best to respond to this solicitation? Should I simply include Encore’s proposal with mine from the hotel or do you prefer they respond separately?

Quoters must include all AV technical and pricing information in the single quotation submission package of the entity/venue which will be collecting payment under the proposed contract for the entire requirement. The total AV price must be included under RFQ CLIN 0005, Audio Visual Equipment and Technical Support .

2 Description, All RFQ Requirements

In a previous draft version of the SOW, there were requirements for Conference and Event Planning Services, Exhibit Sales Services, Speaker Selection Services (speakers and keynotes), a Registration System, Virtual Event Platform. attendee promotion, and other services to produce the event. Is EEOC managing the event internally or will you acquire these services under a different contract?

EEOC is managing requirements for RFD internally. The requirement for the Registration System, Virtual Event Platform, is being solicited under GSA eBUY Solicitation No. RFQ1557166.

3 CLIN 0002 –

Conference Meeting, Exhibitor and Office Space Requirements, Pricing

Is EEOC willing to have the contractor sell the exhibit space to generate funds to offset costs for EEOC?

EEOC requires space for their conference exhibitors, this is negotiable.

4 Will this event be in-person only? If satisfactory space is not available for the dates provided in the DMV area or other cities, would you consider a hybrid event with live streaming of the smaller in-person event?

In person only.

5 Description, including but not limited to CLIN 0002 – Conference Meeting, Exhibitor and Office Space Requirements

Are you willing to hold your conference in a convention center or other venue instead of a hotel?

Convention centers, hotels, and other full service facilities that can satisfy the requirements listed below are encouraged to submit a quotation.

6 CLIN 0001 –

Lodging Requirements

What is the total peak nights that will be needed for the conference? Can EEOC share pick up reports from previous conferences - at least 2019 and 2018? The majority of attendees arrive on the day before the full conference and check out on the last day of the full conference

7 General Information, Original Date Offers Due

Can we get an extension on the deadline to submit our proposal?

No

EXCEL RFQ Q&A