FA252125QB135 Questions Answers 31Jul25.pdf

The purpose of this amendment is to change the closing date and provide response to questions for FA252125QB135 AFTAC Marriage Retreat as stated below.

A. Change closing date from 4 Aug 25, 12:00PM, EST to 6 Aug 25, EST.

B. Response to questions are stated below.

C. All terms and conditions remain unchanged.

Questions 1:

Personnel and Room Configuration:

When calculating room quantity tiers, do children count toward the total personnel count of "35-100 personnel"?

Answer 1: NO

Question 2:

Only for the AFTAC Marriage Retreat.

Does "no more than three children per room" refer to children sharing rooms with parents, or separate children-only rooms?

Answer 2:

No, there will not be any separate rooms for the children; they will be in the room with the parents.

Question 3:

GSA Per Diem Rates:

Should we reference current FY2025 GSA per diem rates, or will FY2026 rates apply given the

August/September 2025 performance dates?

Answer: 3

Yes, the FY2025 rates are still valid until 30 Sep 25. However, the FY 2026 rates do not take effect until 1 Oct 25.

Question 4:

Conference Room Duration:

Are conference room rentals (CLINs 0019-0021) priced per day of use?

Answer 4:

Yes

Question 5:

Meeting Room Specifications:

For the Marriage Retreat conference room (CLIN 0019), please confirm: 15 couples = 30 people maximum, requiring 5 round tables seating 8 each (40 total capacity). Should the room accommodate 30 or 40 people?

Answer 5:

In accordance with the Performance Work Statement (PWS), item 1.19.1, 1.19.2 and 1.19.3:

1.19.1 AFTAC Chaplain Corps Marriage Retreat/Banquet Area: Contractor shall provide conference/ banquet room with ballroom style setup to accommodate up to 15 couples to accommodate five (5) round tables with the ability to seat eight (8) individuals at each table conference room table, chairs.

1.19.2 There shall be two (2) long tables for materials for Chaplains to place material and a podium along with 4 easels to include chairs for the presenter and assistant.

1.19.3 The room should be large enough to accommodate group activities for meeting while maintaining ADA compliance and Health & Safety standards.

Question 6:

Babysitting Services (CLIN 0022):

Should this be priced per hour per child or per hour total, regardless of the number of children?

Answer 6:

The pricing structure is the vendor’s preference, either by the hour or per number of children.

Question 7:

Are background check requirements specified for babysitting staff?

Answer 7:

Yes, in accordance with the Performance Work Statement, dated 25 Jul 25; item 1.20.1

• The babysitter/care giver shall have comprehensive background checks (including criminal history and sex offender registry checks) and possess current certifications in

First Aid, CPR (including infant and child CPR), and AED.

• The background checks shall not be an additional cost to the government.

• Documentation of these checks and certifications shall be provided prior to the start of the retreat(s).

• The contractor shall establish a secure check-in/check-out System for child pick-up. YB

Question 8:

DJ Services (CLIN 0023):

What is the expected duration for DJ services during the Marriage Retreat?

Answer 8:

DJ will be required during Friday night dinner and Saturday night banquet during the hours of

6:00PM- 10:00PM.

Question 9:

Meal Service Requirements:

The bid schedule includes lunch/dinner service (CLINs 0025-0028) but hotel requirements only specify "free breakfast." Are contractors expected to provide full meal service beyond breakfast, or coordinate with on-site/nearby restaurants?

Answer 8:

Contractor shall provide a quote on menu choice in accordance with the Performance Work

Statement, dated 25 Jul 25, item. The Contracting Officer shall approve menu prior to award.

1.24.1 Lunch/Dinner: Contractor shall provide the buffet style meal options for lunch, dinner, and banquet to consist of:

• Chicken

• Beef

• Fish

• Vegetarian

• Gluten-free option

• Dessert

• Coffee/tea/water

• Friday Dinner, in AFTAC Chaplain Corps Marriage Retreat conference room in accordance approve menu

• Saturday Lunch, in AFTAC Chaplain Corps Marriage Retreat conference room in accordance approve menu

• Saturday Banquet, in AFTAC Chaplain Corps Marriage Retreat conference room in accordance approved menu

Question 9:

If meal service is required, should we provide sample menus in our proposal or develop them post-award for Contracting Officer approval?

Answer 9:

See question 8 response.

Question 10:

Orlando Area Definition:

For Single Airman Retreats, do the geographic boundaries of "Orlando area" include surrounding areas like Kissimmee, Lake Buena Vista, or Universal Studios area?

Answer 10:

Yes, as in accordance with the Bid Schedule Pricing, CLIN Structures:

Contractor shall provide hotel/resort for Single Airman retreat within Orlando area with hotel/resort that includes a theme and/ or water parks venues within the property.

Question 11:

Past Performance References:

Since the RFQ states past performance will be evaluated through FAPIIS, CPARS, and SPRS databases, should offerors without prior government contracts provide commercial references, or will evaluation be based solely on database records?

Answer 11:

The contractor can provide government or commercial references with their quote as applicable.

Question 12:

Payment and Invoicing:

Will payment be made directly to hotels or through the prime contractor?

Answer 12:

No, all invoices shall be submitted into the Wide Area Workflow Payment System (WAWF) in accordance with 252.232-7006. Additional instructions will be included on the award.

Question 13:

Are there specific invoicing requirements beyond standard government procedures?

Answer 13:

No, see answer to question 12.

Question 14:

We at company X are interested in participating in the upcoming RFP. Could you please confirm whether proposals can be submitted by third-party organizations?

Answer 14:

The solicitation does not preclude any third-party organizations; however, your quote must meet all terms and conditions set forth in the combined synopsis solicitation.

Question 15:

We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services.

Answer 15:

No, this is not a new contract or incumbent performing these services.

Question 16:

If not brand new, could you please provide the current / previous contract number?

Answer 16:

No incumbent contractor.