Amendment A0004_Questions And Answers.pdf

45310025Q0011 A0004

Ques on Solicita on Sec on Ques ons Answers

1 CONFERENCE

GENERAL

REQURIREMENT

Is this for 3rd par es (set asides) only to bid or can the hotels bid directly?

Meaning no 3rd par es?

This solicita on is open to direct bids from hotels. Third‐party organiza ons (set‐asides) are not required for submission, and hotels may submit their proposals independently without involving intermediaries. This ensures that hotels can par cipate directly in the bidding process.

2 SUBMISSION OF

QUOTATION

What is the deadline for responses?

Febuary 5, 2025, at 10:00 a.m.

ET (Amendment A0002)

3 REQUIRMENTS FOR

LOCATION AND

DATES

The contractor has to bid for both 2025 and 2026 event or can bid just for 2025 event?

The contractor is allowed to bid for either the 2025 event, the

2026 event, or both. It is not mandatory to bid for both events, and proposals will be considered independently for each year.

4 REQUIRMENTS FOR

LOCATION AND

DATES

For 2025 Atlanta GA is the chosen loca on. In 2026 op ons, Atlanta, GA is not listed, in 2026 Atlanta, GA is not considered?

Atlanta is not a loca on op on for 2026. The preferred loca ons for the 2026 EXCEL

Training Conference are:

• Detroit, Michigan (1st preference)

• Minneapolis, Minnesota (2nd preference)

• Chicago, Illinois (3rd preference)

• Denver, Colorado (4th preference)

• San Diego, California (5th preference)

• Phoenix, Arizona (6th preference)

5 CLIN 0001 ‐ Lodging Requirements/ Sample of Lodging Nights

It’s states 400 rooms in the

RFQ but in the example it states 500.

Do you need 500 total?

The contractor shall provide a minimum of 400 hotel room nights for speakers and EEOC staff working the event.

6 REQUIRMENTS FOR

LOCATION AND

DATES

Do we have to select one of those dates listed for 2025 in Atlanta, Georgia and the same applies for 2026 to the ci es listed below?

EEOC will only accept quota ons for dates and loca ons listed in the solicita on.

7 CLIN 0002 –

Conference Mee ng, Exhibitor and Office Space Requirements/

GENERAL

REQUIREMENTS

For both events (2025‐2026), is the contractor allowed to use a single or mul ple overflow hotels and if yes, what the maximum distance allowance from the hotels to the mee ng venue?

For both the 2025 and 2026 events, the contractor is allowed to use one or mul ple overflow hotels, provided that all overflow hotels meet the specified requirement of being adjacent to the mee ng venue, with a maximum distance of less than a five‐minute walk.

This ensures convenience and accessibility for a endees, aligning with the event's logis cal needs

8 CLIN 0002 –

Conference Mee ng, Exhibitor and Office Space Requirements/

GENERAL

REQUIREMENTS

For Excel 2026 is the contractor allowed to split the mee ng space to a walking distance venue?

For Excel 2026, the contractor is not allowed to split the mee ng space into a walking‐distance venue. The mee ng space cannot be split, meaning all contracted events and ac vi es must take place within the designated venue to ensure seamless coordina on and accessibility for all par cipants

9 CONFERENCE

GENERAL

REQUIREMENTS

Would Government accept a ri on requests from the hotels?

Government decisions regarding a ri on requests typically depend on the terms outlined in the contract or agreement with the hotels. Any devia ons would need to align with exis ng policies or require special approval.

10 REQUIRMENTS FOR

LOCATION AND

DATES

*AMENDMENT

A0002*

Are you sure you want the same loca ons (Detroit, Chicago, and Minneapolis) for 2025?

Yes, loca ons for 2025: Atlanta, Detroit, Chicago, Minneapolis.

11 CLIN 0005‐

Audio/Visual (A/V) Requirements (Rental)

Regarding the cameras request, would you be interested in a mul ‐camera show? The VCR listed, is it for recording?

We do not require mul ple cameras posi oned around the set, as the primary focus will be that the presenters on stage are displayed on the large projec on screens. This setup ensures that audience members can clearly view the stage and presenta ons without the need for a mul ‐camera produc on.

Regarding the VCR listed, yes, it is intended for recording purposes.

12 REQUIRMENTS FOR

LOCATION AND

DATES

*AMENDMENT

A0002*

The rfq is for 2 sets of dates for 2025 and 2026. Will the contractor accept working with hotels directly for 2025

OR 2026 or does quotes need to include both dates?

The contractor is allowed to bid for either the 2025 event, the

2026 event, or both. It is not mandatory to bid for both events, and proposals will be considered independently for each year.

13 REQUIRMENTS FOR

LOCATION AND

DATES

*AMENDMENT

A0002*

Is the EEOC seeking to award

1 firm fixed priced contract for both 2025 and 2026?

Two firm fixed contracts for each fiscal year. Correc on to the language has been highlighted.

14 REQUIRMENTS FOR

LOCATION AND

DATES

*AMENDMENT

A0002*

Historically have these contracts been awarded to third party agencies only?

No, these contracts have not historically been awarded exclusively to third‐party agencies