2017-2018_SOW_responses.docx

EXCEL Conference FY 2016-2018 Please response to the following questions and submit to Melisza on or before Friday, July 22, 2016.

1. Regarding FY 2017-2018 Government Per Diem rates – Provide link for Government Per Diem Rates RESPONSE: www.gsa.gov/perdiem

2. I understand that the Base Year is 2017 and the Option Year is 2018. Are you are looking for 2 proposals for the annual conferences in 2017 and 2018 with varying possible dates and locations? If not and you are just looking for 1 proposal, do we just submit based on your first choice and subsequent choices of dates and location?

RESPONSE: The EEOC is looking for one proposal along with first choice dates and subsequent choices of dates and locations according to the SOW.

3. “Period of Performance: The base period will be from the date of award through one year thereafter with one (1) one year option if exercised.”

As I understand it, upon awarding from now (July/Aug 2016), you would like the hotel to block off 120 rooms on the group master account and 1,200 rooms on individual account until June 2017 that the Institute will manage and release after an agreed cut-off date. These rooms are for the conference in July 2017. Is this correct?

RESPONSE: The EEOC would like the hotel to block of 120 room nights on the master group account, also the EEOC will manage and release the 1200 room nights on the individual 2017 account and release after an agreed cut-off date.

4. If we propose a date in 2018, is the 120+1200 room block expected to be reserved until June 2018?

RESPONSE: Yes the EEOC expect the room 120 room nights along with the 1200 room nights to be reserved until 2018.

5. “The Institute requires the contractor to block up to 200 rooms outside the actual days of the conference for seminar attendees and other conference personnel. All room nights booked by the Institute or conference attendees will be credited to the conference's master account.”

Since 200 rooms is quite a large block, could you be more specific as to the exact pre-conference arrival dates you would like for these rooms to be reserved? Would it be 1, 2 or 3 days prior to conference proper?

RESPONSE: The EEOC need a minimum of 200 room nights for speakers and staff 3 days prior to the conference along with post conference room nights. For example: Sunday – Friday 100 room per day.

6. The attendees’ rooms are on individual account but you say that this 200 rooms for pre-conference arrivals are on group master account. Confirm if this is correct.

RESPONSE: The EEOC’s group master account will cover the 200 room nights for presenters/staff.

If Hotels had previously bid on 2017 and 2018, do the hotels need to resubmit a bid?

RESPONSE: Yes the previous bids only reflected the 2016 award, however this bid is for 207/2018.

For FY 2018, will you accept bids from Baltimore?

RESPONSE: No