Bid 04SOS-S3246 Nevada Elected Officials Training Conference Q answered.pdf

QUESTION_NBR CREATED_BY QUESTION_SUBJECT QUESTION_TEXT ANSWER_TEXT

1 1MAINSTREET Multiple Date Options December 2026 & December 2028 dates are over NFR. Are alternate dates, not over NFR, an option?

These dates are centered around the holidays as well as the required tasks to close out the November General Election. While there is room for adjustment, these dates were selected with feedback from the attendees as the best week.

2 1MAINSTREET Cost Schedule Is the proposed budget of $510k is for 2025-2028, or per year? The (400) total room nights makes me believe it is per year, yet the header states 2025-2028.

The total number of rooms would be 100 each year for a total of 400 over the life of the contract. The $510k figure would be for 25-28

3 1MAINSTREET Conference Schedule Should conference dates NOT be moved off NFR dates, the hours would play an important part in the availability. Can you share the approx. hours with us?

The agenda would run Monday - Friday 8-5.

4 1MAINSTREET Floor Plan Diagram Are all breakouts set same? How many attendees in the concurrent breakout sessions?

The attached diagram are proposed room layouts, but if our office can re-arrange as needed one diagram would be acceptable for the entire conference.

5 1MAINSTREET Meals Are the meals the only time the entire group would be utilizing same room?

All attendees will be in the same room for the entirety of the training conference, aside from any separate breakout rooms as needed.

6 AMWREALTY

Are joint ventures explicitly allowed under this contract? If so, what are the specific submission requirements (e.g., documentation, disclosures, or approvals) for a bid proposal structured as a joint venture?

Joint ventures are permitted, so long as, they meet all the requirements listed within the RFP.The only request our office would have, would be for the meeting space and hotel room block be on the same or adjacent properties

7 AMWREALTY

Are administrative/management fees permitted as a line item in the proposal? If allowed, what are the parameters (e.g., maximum percentage, justification requirements, or documentation standards)?

Our office would not require any administrative or management servies from a vendor our training conference will be overseen by Secretary of State staff, and we do not require assistance outside of meeting room setup, meal coordination, and room block management.

8 AMWREALTY

How does the State define "gratuities" in this context? - If a joint venture includes hospitality-industry partners (e.g., hotels, venues), are customary gratuities (e.g., for valets, servers, housekeeping) permitted if they are:

- (a) Industry-standard and disclosed in the proposal;

- (b) Not tied to contract decisions or undisclosed payments?

- Will such gratuities be the responsibility of individual attendees, or must they be pre-approved by the State?

Gratuities should not be built into the contract and would be on individual attendees. If there are required or standard service fees, that would be ok to include in the proposal.

9 AMWREALTY

How far in advance must a contractor submit a request for approval (e.g., 30 days prior to execution)?

- What is the expected turnaround time for the Stateâ??s response?

Requests must be submitted within the timeline given for the RFP.

10 AMWREALTY

The RFP states the vendor would work with an onsite coordinator. Would the event coordinator make akl decisiins related to menues, beverages, activities, decor, signage, etc. -or would the vendor? Would it require Stateapproval and if so, what is the approval process with guidelines and timeframes?

The onsite coordinator would handle all decision making upon signing the contract.

11 AMWREALTY Who will be the contact at the State? The agency will determine who the contact is once Letter of Intent is Issued

12 Feliz Leyba Caesars Ent.

In reviewing the 2 file attachments for Bid 04SOS-S3246 in this email Caesars was not required to submit these when we submitted the December 2024 proposal/contract for NEOTC at the LINQ. The last RFP was conducted internally, and this one is done through the State's Purchasing department, and there are slight differences in the process.

Bid 04SOS-S3246 Nevada Elected Officials Training Conference Q&A

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