Questions- ADMIN-23-0047 SDC CIC DDTB Meeting.pdf

QUESTIONS AND ANSWERS REGARDING SOLICITATION ADMIN-23-0047 SDC CIC

DDTB MEETING

1. Q - Are third-party travel management companies allowed to respond to this solicitation?

A - Any properly registered entity with the authority to contract for the required services may respond.

2. Q - Will the 10 call-in rooms be self-paying and outside of the purchase order?

A – Yes, an estimated 10 rooms will be self-paying outside of the purchase order.

3. Q - Is there an estimate of how many double and single occupancy rooms are needed?

A - We don't have any estimate on this yet. Most of the time we have mostly single occupancy with few double occupancy requests.

4. Q - Is there an estimate of how many parking spaces are needed? Will guests self-pay if parking is not complimentary? Or will this be added to the lodging rate costs?

A - 15 Parking places for event staff would be adequate. Guests will self-pay for parking.

5. Q – Are 5 conference rooms required?

A - Yes, 5 meeting rooms.

7/24- 2 small rooms to accommodate 15-20 people.

7/25-1 large room to accommodate 150-200 people. 1 small room to accommodate 15-20 people.

7/26-1 large room to accommodate 150-200 people. 2 medium rooms to accommodate 60 people in each room 7/27- 3 rooms to accommodate 60 people in each room. These rooms will only be needed until 1:00 pm

6. Q – Will catering be needed?

A - No catering will be needed.

7. Q - Does this event have to be hosted in one location? Or can we split the lodging and meeting space among more than one hotel?

A - Every guest room and meeting room in one location. We cannot split locations.

8. Q - Is there any flexibility with the dates?

A – There is no flexibility with the dates.

9. Q - Is there a maximum or minimum distance the hotel needs to be from the U.S. Census Bureau?

A - The hotel location needs to be within 20 miles of the U.S. Census Bureau Headquarters.

10. Q - What are the audiovisual specifications that you require? Is there a number of surge protectors, HDMI cables, laptops, projectors, etc., that are needed?

A - Basic audio-visual 2 screens for the large room 1 on each side of the room, 3 microphones for the head table and 4 handheld microphones. 10 surge protectors, Census will provide laptops, 10 HDMI cables.

11. Q - Do the smaller breakout conference rooms require audiovisual?

A - For the smaller break out rooms microphones will be needed. 1 projector for the smaller room.