Reponses_to_Question_for_RFQ_EEC45016Q0004.docx

Number of rooms you will need to accommodate the attendees, guests, staff etc. each night (including pre and post).

Response: The EEOC would like to provide an estimate for the following nights:

Thursday – Sunday (EEOC staff – five) please note that this is an estimate Saturday – Sunday (EEOC staff – 20) please note that this is an estimate

Booking single or double occupancy and if you would need a total of 1620 (1500+120 staff/speakers etc) rooms per night or half that amount (if booking double occupancy).

Response: The EEOC would like to leave the option of single/double occupancy to the attendees, speakers, exhibitors and staff.

On what date will your staff arrive and how many rooms will be needed per night prior to Monday?

Response: The EEOC would like to provide an estimate for the following nights:

Thursday – Sunday (EEOC staff – five) please note that this is an estimate Saturday – Sunday (EEOC staff – 20) please note that this is an estimate Will rooms be needed beyond Thursday and if so, how many and for how many days?

Response: The EEOC can not determine how many rooms after Thursday pending on the location of the conference, i.e East/West coast.

Will the 120 room nights for the speakers be broken down into 30 rooms per night for (4) nights, Mon-Thurs?

Response: The 120 room nights for speakers will be broken down room nights, Monday – Thursday.

Will the 1500 room block be per night or spread throughout the duration of the event? (i.e. 1500 total room nights or 6000 total room nights/Mon-Thurs) Response: The room block will be 1500 room nights Monday-Thursday.

Preferred Locations;

“Our preference is a site within the District of Columbia in 2018. However, we will accept quotes from the facilities within the inner suburbs of Maryland (Prince Georges County or Montgomery County) or Northern Virginia suburbs (Arlington County, City of Alexandria, Northern Fairfax County). All locations must be within ten minutes walking distance from a metro station.”

Would Baltimore be considered for this meeting? We are not in walking distance of the metro, but we are in walking distance of the Marc Train that will take you to Union Station in DC.

Response: The locations to be considered is within the DMV area, all locations must be within ten minutes walking distance from a metro station.

Lodging Requirements:

Does this read that – 120 rooms are needed Sunday-Thursday night (for Staff, Speakers) with a total of 1,500 Monday-Wednesday (500 per night) available to conference attendees (which will be paid on own)? Proposed block listed below – Please advise if this is correct and/or specify what EEOC is looking for.

Response: This is correct.

If a hotel was to present dates that are not of the preferred dates, would EEOC consider this as a viable option?"

Would EEOC consider hosting their meeting July 29-August 3, 2018?

Response: In the solicitation under requirement and location of dates we stated the following; "Please indicate availability for each date in the technical portion of the quotation. No other dates or combination of date will be considered by the Government."

CLIN 0002-Conference Meeting, Exhibitor and Office Space Requirements

Lunch is served for 1½ hours from 12:00 PM – 1:30 PM. The contractor must provide table rounds for 10 and accommodate 1200 people. The Lunch Room cannot be used for meeting space. This can be plated, buffet or salad bar type lunch which provides a protein based entrée, a fruit or vegetable, dessert, regular and decaffeinated coffee, hot and iced tea. The entrée must not include pork, beef or shellfish.

Would the group consider a proposal that reuses the lunch room for either general session or breakouts?

Response: The group will consider a proposal for either general session or breakouts.