QandA NAGB RFQ 91995924Q0001.docx

NAGB RFQ 91995924Q0001

FY25 Quarterly Meetings Support Q&A

Below are the Department’s responses to questions received by the clarification questions due date:

1. The header does not mention total small business set aside but the SOW does. Can you confirm that this is a Total Small Business Set Aside?

This is not a small business set-aside. A search of Active “Contract Opportunities” postings using NAICS 711210 on SAM in June 2024 showed there were 104 active postings and only 46 or about 44% were “Total Small Business Set-Asides”. Given that requirements exist in more than one city, a small business set-aside was not used this year in order to maximize the number of hotel locations that could meet the requirements.

2. The SOW mentions 2 meetings in Washington, DC and 2 Outside Washington, DC however dates indicate only one outside. Are proposals being accepted for each date listed in SOW for all locations inside and outside Washington DC and NAGB will select or are there definite Washington, DC dates and 2 dates that can be clarified are considering outside of DC Locations?

The August and November 2025 Board meetings are scheduled to be held in the Washington, DC Metropolitan area. Proposals will be accepted for the March and May 2025 meetings outside the of the Washington, DC Metropolitan area.

3. Can you send me a diagram of the meeting room set up? It says diagram provided on page 2, but we didn't receive.

The GS diagram has been uploaded as a separate file.

4. On the statement of work, it states 36 theater style in the general session but on the diagram it states 36 classroom style. Can you please confirm what type of set up you are needing?

The Department prefers 36 classroom style but will consider a mix of classroom and theater style set ups.

5. For the confidence monitor, is a 42-inch acceptable or does it have to be 50" or bigger?

The monitor must be at least 50”.

6. Do you want a tech in every room or is one tech at the event acceptable?

Will need an audio and video tech in the GS. Will need technical assistance for set up only in the breakout rooms.

7. Can you explain in more detail the digital audio interface for zoom call and court reporter and what is needed for that?

The court reporter will require an audio feed into the house sound system to record the session to produce a verbatim transcript.

8. For the microphones, can they be wireless or do that have to be push-to-talk microphones?

They must be push-to-talk microphones and can be wired or wireless. Final costs will be a factor.

9. Can you explain in more detail what "2 Owls" is?

This refers to conference webcams that allow hybrid meeting collaboration, specifically, the Meeting Owl 360-degree conference camera, mic and speaker to support the hybrid meeting experience.

10. Are you asking for 1 hardwire or 70 hardwires in the general session?

One hard wire, and wireless internet bandwidth for 70 participants.