Questions and Answers - RFQ - 693JJ323Q000066.pdf
PDF 221 KB Posted
- Attached to
- 2024 FHWA Discipline Seminar venues
- Solicitation number
- 693JJ323Q000066
About this file
This document provides questions and answers regarding Request for Quotation 693JJ323Q000066 issued by the Department of Transportation Federal Highway Administration for 2024 FHWA Discipline Seminar venues. The RFQ requires conference facilities within one mile of each other that can provide general session rooms for up to 150 attendees set classroom or cabaret style, breakout rooms, and on-site lodging to accommodate 75 to 150 attendees per seminar. Vendors must provide break refreshments including light snacks and beverages and hold guest room blocks until three weeks prior to each seminar start date after which unbooked rooms will be released. Facilities must be able to accommodate full seminar registration at the on-site location.
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| File | Type | Posted |
|---|---|---|
| RFQ - 693JJ323Q000066.pdf | ||
| Attachment 1 - Pricing.xlsx | XLSX spreadsheet |
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Office of Acquisition & Grants Management
Request for Quote 693JJ323Q000066 for
2024 FHWA Discipline Seminar venues
Questions and Answers
Questions and Answers
1. Question: Can you provide minimum sq ft requirements for the main conference rooms?
Response: Approximate 12-18 sq. ft. per person for general session conference room with maximum of 8 attendees per crescent rounds/cabaret table setup. Refer to REQUEST FOR QUOTATION (RFQ) No. 693JJ323Q000066, 2.0- Task: Meeting Space, A) General Session Room, 1. Room set up requirements.
2. Question: Could you be more specific regarding the AM and PM break requirements?
Pricing will vary if one vendor quotes muffins only and another quotes muffins, fruit, and yogurt with granola for a morning refreshment.
Response: Per REQUEST FOR QUOTATION (RFQ) No. 693JJ323Q000066, Technical Evaluation Criteria, 4. Meeting space equipment and services, 2. Break and refreshment services AND 2.5- Task: On-Site Meeting Support E) Break and Beverage Service.
Vendors are encouraged to submit a variety of offerings for light snacks, overall pricing should not change as a result of which offering is selected.
3. Question: How long do you expect hotels to hold rooms for participants to register? Are all participants able to register within a certain time after reward? E.g., Seminar C could start April 29. Would all registrants be able to register with 3 weeks of award or would you want the hotel to hold the room block until February 29th for registrations of the majority of rooms.
(All numbers are just examples)
Response: 2.2- TASK: SLEEPING ROOMS, A) Guest Sleeping Rooms…. 6. “Attendees will make their individual reservations and payments. All reservation information shall be provided by three (3) weeks prior to the seminar start date. After this date, the Contractor’s obligation to hold the rooms is removed.”
4. Question: Do all participants have to stay at the same hotel or would you allow the group to split, if the second hotel is within a mile and if we provide a shuttle?
Response: 1.1 – BACKGROUND “…..The seminars will be held at an on-site residential conference facility, where lodging and conference rooms are co-located.”
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