Catering Solicitation No. 693JK424R600002 Amendment No. 1 in PDF as published on November 17 2023.pdf

Amendment No. 1 to

Catering Solicitation No. 693JK424R600002 for DOT Secretary’s 56th Annual Awards Ceremony

This Amendment No. 1 provides answers to questions posed by prospective offerors regarding the subject Solicitation.

Those questions, and DOT’s answers, are as follows:

1. Question: A pizza party had been previously mentioned, but it is not included in the final catering solicitation. Will that still be a component of the Scope of Work?

• Answer: The Department of Transportation’s (DOT) Secretary’s 56th Annual Awards Ceremony will include the Presidential Rank Awardee Recognition for approximately 50 people and Reception for approximately 800-950 individuals as detailed in section 3.0 “Deliverables” in the catering solicitation. Please disregard any previous mention of a pizza party, as this is not part of the solicitation.

2. Question: Has anything additional been added to either the Presidential Rank Awardee Recognition or the Reception from the catering solicitation posted on SAM.gov?

• Answer: The catering solicitation remains unchanged from its original posting on November 7, 2023 – except as is provided in the answers given in this Solicitation Amendment No. 1.

3. Question: Can furniture be rearranged by the caterer?

• Answer: Slight adjustments may be able to be accommodated on the day of the Ceremony, but requests should be made to USDOT points of contact ahead of any changes.

4. Question: Who will provide long and short buffet tables for the Awards Ceremony Reception in the East Atrium?

• Answer: Tables will be set up as needed by USDOT staff ahead of the event.

5. Question: Can the high-top roundtables from the back of the West Atrium be used during the Ceremony?

• Answer: Tables will be set up as needed by USDOT staff ahead of the event.

6. Question: Can the high-top roundtables from the service corridor be used during the Ceremony?

• Answer: Tables will be set up as needed by USDOT staff ahead of the event.

7. Question: Can high-top roundtables be set up in the side corridors of the West Atrium?

• Answer: No high-top tables will be set up in the West Atrium. The entire West Atrium will be dedicated to seating for the Ceremony.

8. Question: What should be done with extra food?

• Answer: Extra food should be consolidated by the caterer and left in the East Atrium and the Media Center for USDOT staff to relocate.

9. Question: Does extra food need to be packed, or can it remain in disposable trays?

• Answer: Extra food should be consolidated, but it does not need to be packed meticulously.

10. Question: Can flame sternos be used by catering?

• Answer: No open flames are permitted within the USDOT buildings.

11. Question: Can electric warmers be used by the catering team?

• Answer: Electric warmers can be used by the catering team as long as appropriate safety precautions are taken to avoid fire.

12. Question: Who will provide tables for all aspects of the catering solicitation?

• Answer: USDOT will provide all tables as indicated on the floorplan, which will be distributed ahead of January 25, 2024.

13. Question: Should the upscale lunch ware, utensils, and napkins for the Presidential Rank Awardee Recognition be disposable or high quality permanent items?

• Answer: Lunch ware, utensils, and napkins should be upscale and may be of disposable quality for the Presidential Rank Awardee Recognition.

14. Question: Is the catering team responsible for the Ceremony stage backdrop.

• Answer: No. USDOT will provide the stage backdrop.

15. Question: Will a floorplan be provided to the selected company?

• Answer: Yes. A detailed floorplan will be provided to the selected company of all spaces that will be utilized on January 25, 2024.

16. Question: What is the earliest set-up time permitted on January 25, 2024?

• Answer: Set-up may commence at 9:30 a.m. ET on January 25, 2024.

17. Question: If subcontracted, can floral arrangements be delivered earlier than January 25, 2024.

• Answer: No. Floral arrangements should arrive on the morning of January 25, 2024.

18. Question: The West Atrium holds 500 people, but the reception states that 800-950 people will be in attendance. Is that a mistake?

• Answer: There are many overflow rooms which will contain attendees in addition to the 500 who fit in the West Atrium. Additionally, many people who do not attend the Ceremony will still attend the reception.

19. Question: What are the guest counts we can expect in each of the two USDOT buildings on January 25, 2024?

• Answer: Approximately 500 attendees will fit in the West Atrium. Additionally, more attendees will be located in the overflow rooms in the Conference Center. Additionally, 50 people will attend the Presidential Rank Awardee Recognition in the Conference Center. The Awards Ceremony Reception in the East Atrium will be attended by 800- 950 people.

20. Question: Does every member of the catering team require a USDOT escort at all times while in the building?

• Answer: USDOT volunteer escorts will be available to escort and assist the catering team at all times while in the building. Anyone who is not a USDOT employee require an escort at all times while in the facility.

21. Question: How quickly does the selected caterer need to break down everything and depart from USDOT on January 25, 2024?

• Answer: Everyone should expect to depart USDOT no later than 5:00 p.m. ET on January 25, 2024.

22. Question: Can the selected caterer utilize the USDOT cafeteria or any portion of it?

• Answer: There is a hot buffet section of the cafeteria, which contains steamer wells and preparation counters, that can be utilized. The kitchen is not available for use.

23. Question: Where will the prep area be located for the Awards Ceremony Reception?

• Answer: The hot buffet section of the cafeteria may be used. This is located next to the Reception area in the East Atrium.

24. Question: Where will the prep area be located for the Presidential Rank Awardee Recognition?

• Answer: The hot buffet section of the cafeteria may be used. This is located next to the Reception area in the East Atrium. A separate prep area will not be available in the West Building.

25. Question: Is there a possibility of having two separate prep areas, one in the East Building and one in the West Building?

• Answer: A separate prep area will not be available in the West Building. All prep work must be done in the cafeteria of the East Building.

26. Question: Will the prep area(s) have access to running water and sinks?

• Answer: Yes – there are sinks in the hot buffet section of the cafeteria.

27. Question: Will the prep area(s) have access to electricity?

• Answer: Yes – there is electricity in the hot buffet section of the cafeteria.

28. Question: Who will provide linen tablecloths for the long and short buffet tables in the East Atrium?

• Answer: USDOT will provide these.

29. Question: When will USDOT know the exact number of attendees and whether it will be closer to 800 or 950?

• Answer: DOT’s best estimate of the final count will be provided by DOT to the contractor by January 15, 2024—but the contractor shall nevertheless be, and shall remain, fully prepared to service the full numbers of attending persons specified in the Solicitation initially published in SAM.gov on November 7th, 2023.

30. Question: Can the selected company begin setting up on Wednesday, January 24, 2024?

• Answer: Small wares can be brought on January 24. Perishable items cannot be brought earlier than January 25, 2024.

31. Question: Is refrigeration available at USDOT for food from January 24 through January 25, 2024?

• Answer: Yes – there are 2 refrigerator units in the hot buffet section of the cafeteria.

32. Question: Can the catering team drop off equipment and supplies during the January 24, 2024, walkthrough and leave those items at USDOT until the next day?

• Answer: Small wares can be brought on January 24. Perishable items cannot be brought earlier than January 25, 2024. Items can only be brought to the cafeteria on January 24.

No items can be taken to the Conference Center in the West Building on January 24.

33. Question: How many people can fit in conference rooms 4, 5, and 6, which may be used for the Presidential Rank Awardee Recognition?

• Answer: The Oklahoma Rooms will be used, so conference rooms 4, 5, and 6 will no longer be used.

34. Question: How many people can fit in the Oklahoma Rooms, which may be used for the Presidential Rank Awardee Recognition?

• Answer: There will be more than the sufficient amount of room for 50 people in the provided layout.

35. Question: Will the selected catering company be responsible for removing all trash generated from USDOT?

• Answer: Garbage can be disposed of in USDOT dumpsters.

36. Question: How many loading docks can be reserved for the selected catering company?

• Answer: USDOT can allow access to one loading dock bay for loading and unloading.

Note: all items will need to go through security screening.

37. Question: How many trucks/vans can the selected catering company bring to USDOT?

• Answer: 3-4 maximum. They will be permitted to park in the loading dock area after unloading.

38. Question: Can all trucks/vans remain at USDOT for the entire day on January 25, 2024, in the loading docks?

• Answer: Yes – they will be permitted to park in the loading dock area after unloading.

Driver and vehicle information will need to be provided more than 48 hours in advance to Anthony Abate at anthony.abate@dot.gov and Jessica Koehler at jessica.koehler@dot.gov.

mailto:anthony.abate@dot.gov mailto:jessica.koehler@dot.gov

39. Question: Are there USDOT carts available for the selected company to use to move items? If so, how many carts are available, and what kind are they?

• Answer: No – the selected company must provide all carts.

40. Question: Will the Catering contract awarded from the subject Solicitation require or allow the contract-awardee to provide, and to bill DOT for, award-plaques and / or other award “devices” to be conferred on the Ceremony’s honorees?

• Answer: No. Proposals submitted to DOT in response to the subject Catering solicitation shall not include any provision or any cost-item relating to award-plaques or award “devices”. Such materials will be provided outside of, and separately from, the contract awarded from the subject Catering Solicitation.

This Amendment No. 1 provides no further information regarding the subject Solicitation.

James H. Mowery III Contracting Officer, DOT November 17, 2023