SF30_Amendment _45310025Q0011_A0001_RFQ EXCEL Conference_JDAIISigned.pdf

4. REQUISITION/PURCHASE REQ. NO. 3. EFFECTIVE DATE

12/31/24

1. CONTRACT ID CODE

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 11)

CODE FACILITY CODE

(X)

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

2. AMENDMENT/MODIFICAITON NO.

A0001

PAGE OF PAGES

1 1

5. PROJECT NO. (If applicble)

6. ISSUED BY CODE

U.S. Equal Employment Opportunity Commission Acquisition Services Division 131 M Street, NE, 4th Floor Washington, DC 20507 Attn: John Adams

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6) CODE

9A. AMENDMENT OF SOLICIATION NO.

45310025Q0011

9B. DATED (SEE ITEM 11)

12/17/24

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a)By completing items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPIRATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER

NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment A0001 are as follows: Attach Questions and Answers for RFQ #45310025Q0011- EXCEL Conference; Revision of Sample of Lodging Nights (2025 & 2026); and Added language to the CLIN 0005 - Audio/Visual (A/V) Requirements (Rental) , A/V for Breakout Rooms (see below).

“The Institute will provide all laptops and in-focus projectors used in the breakout rooms. The contractor must provide the following equipment: microphones (1 wireless and 1 wired in each breakout room), projector screen, flip chart/ paper and markers, gender adapters, electronic signage or tripods outside breakout sessions, and projection cart with A/V connection. The Institute requires internet access throughout the entire breakout rooms. The contractor must provide projected cost for the internet service in the breakout rooms.”

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

Adams, John

Contracting Officer

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED 16B. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

16C. DATE SIGNED

(Signature of person authorized to sign)

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

Question And Answer- EXCEL RFQ # 45310023Q0007

Question Solicitation Section Questions Answers

1 CONFERENCE

GENERAL

REQURIREMENT

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

Meaning no 3rd parties?

This solicitation is open to direct bids from hotels. Third-party organizations (set-asides) are not required for submission, and hotels may submit their proposals independently without involving

2 SUBMISSION OF

QUOTATION

What is the deadline for responses? January 15, 2025, at 10:00 a.m. ET

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 location. In 2026 options, Atlanta, GA is not listed, in 2026 Atlanta, GA is not considered?

Atlanta is not a location option for 2026.

The preferred locations 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 cities listed below?

EEOC will only accept quotations for dates and locations listed in the solicitation.

7 CLIN 0002 – Conference Meeting, Exhibitor and Office Space Requirements/ GENERAL

REQUIREMENTS

For both events (2025-2026), is the contractor allowed to use a single or multiple overflow hotels and if yes, what the maximum distance allowance from the hotels to the meeting venue?

For both the 2025 and 2026 events, the contractor is allowed to use one or multiple overflow hotels, provided that all overflow hotels meet the specified requirement of being adjacent to the meeting venue, with a maximum distance of less than a five-minute walk. This ensures convenience and accessibility for attendees, aligning with the event's logistical needs

8 CLIN 0002 – Conference Meeting, Exhibitor and Office Space Requirements/ GENERAL

REQUIREMENTS

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

For Excel 2026, the contractor is not allowed to split the meeting space into a walking-distance venue. The meeting space cannot be split, meaning all contracted events and activities must take place within the designated venue to ensure seamless coordination and accessibility for all participants

9 CONFERENCE GENERAL

REQUIREMENTS

Would Government accept attrition requests from the hotels?

Government decisions regarding attrition requests typically depend on the terms outlined in the contract or agreement with the hotels. Any deviations would need to align with existing policies or require special approval.

Sample of Required Lodging (Room) Nights

Sat

Sun

Mon

Tues

Wed

Thurs

STAFF/PRESENTERS 15 50 90 100 90 55

GUESS ROOMS 0 90 450 450 450 160

TOTALS 15 140 540 550 540 215

The EEOC require 400 rooms (Sunday - Thursday) for staff and presenters.

The remaining 1,600 guestrooms will be paid by conference attendees and exhibitors directly to the Hotel.

The total sleeping room nights for 2025 is 2000.

Sample of Required Lodging (Room) Nights

Sat

Sun

Mon

Tues

Wed

Thurs

STAFF/PRESENTERS 15 50 90 100 90 55

GUESS ROOMS 0 90 450 450 450 160

TOTALS 15 140 540 550 540 215

The EEOC require 400 rooms (Sunday - Thursday) for staff and presenters.

The remaining 1,600 guestrooms will be paid by conference attendees and exhibitors directly to the Hotel.

The total sleeping room nights for 2026 is 2000.