QA final 1 June.pdf

1) Does each retreat have to be at the same venue?

Answer: No, each retreat does not have to be at the same venue. However, venues shall be within 30 miles of Hurlburt Field, Florida.

2) Are adjoining rooms allowed for larger families since the connecting door can open the space? This will be a 2 room charge.

Answer: Yes, adjoining rooms are allowed for larger families.

3) Does the government want actual menus included with the proposal? (minor changes allowed with approval from event facilitator)

Answer: No, menus are not required to be submitted with quotes and will not be evaluated.

4) Does the government require a brief outline submitted with the proposal of what each instructor/trainer plans to do during each type of retreat?

Answer: IAW Attachment 4 – Instructions Subfactor 2 - Sample Curriculum, quoters shall submit a sample curriculum describing the contractor-planned activities and curriculum outlined in the events schedule and must be provided for each type of event.

5) Does the venue have to have beach access? Health spa?

Answer: Yes, health spa is required. Please see question 13 regarding beach access.

6) March 2022- for EFMP retreat- how soon will the contractor know what special needs care will be needed? Staffing for these particular retreats will need to be very specific ie..nurse for medications & lower ratios depending on individual needs.

Answer: The contractor will know what special needs care will be needed 3 weeks to one month prior to retreat.

7) Is there a specific license that the lead EFMP childcare provider needs to have?

Answer: The contractor shall provide childcare by a licensed respite and/or special needs trained professional for all retreats. Childcare provider must be licensed within the state of Florida. Providers will have at least one year of experience working with individuals with disabilities, experience with behavior management, trained in CPR/First Aid, trained in child abuse recognition/prevention, medication administration, and will need to provide developmentally appropriate activities

8) Does the total number of participants in PWS 1.1.1, 1.2.1, 1.3.1 & 1.4.1 include the anticipated number of children? Or is this just adults with an average of 45 children added on top of the total number?

Answer: No, the total number of participants in PWS 1.1.1, 1.2.1, 1.3.1 & 1.4.1 does not include the anticipated number of children. IAW PWS 1.5, the average number of children per event is 45.

9) How many lodging rooms per night shall we include in our pricing for each retreat to be consistent with all bids?

Marriage Weekend Retreat? Answer: 50 Family Weekend Retreat? Answer: 50 Single Parent Weekend? Answer: 30 EFMP Weekend? Answer: 30

10) Does the government want the PPQ emailed/returned directly from the respondent to the contracting officer? Or submitted with the proposal from the contractor?

Answer: Yes, the PPQ must be emailed from the respondent to the contracting officer.

11) Will the government require the contractor to be onsite during each retreat or will an appointed venue representative be sufficient with contractor management from home office?

Answer: Yes, since each retreat will be led by the contractor the government requires the contractor to be onsite during each retreat.

12) With events being rescheduled from the spring, venues are booking up- is the government open to hosting events outside of the tentative schedule of Resiliency Events (attachment 1 in

PWS)?

Answer: No, the government will adhere to the tentative schedule. Contractors must only quote on the tentative schedule presented in the solicitation.

13) Under Lodging Amenities, the PWS states “The contractor shall provide on-site recreational activities that must include the following: on-site fitness center, outdoor or indoor swimming pools, beach front with beach access with beach chairs and umbrellas, and health spa access.

Additionally, free parking shall be included for all participants. This section generates two questions: A) regarding lodging with “beach front with beach access” the Sandestin Golf and Beach Resort is located on the “Bayside” of Destin north of US 98. They have a shuttle that takes guests to the beach front with beach access, and they have designated parking at the beach front with beach access. Would that count? B) We unaware of any resorts within 30 miles of Hurlburt that provide beach chairs or umbrellas for free. In order to budget for this, we would assume every family would want at least two chairs and one umbrella and include that in our quote. Also because of the extended schedule the PWS calls for on Sunday, would we charge this for 2 days?

a. Answer: PWS has been updated to state “beach access” instead of “beachfront” so this scenario would be acceptable.

b. Answer: PWS has been updated to require providing 2 chairs and 1 umbrella

c. Answer: Chairs/umbrellas are not necessary for Sunday

14) The PWS states “For large families, additional rooms shall be required to meet hotel maximum occupancy guidelines. How should we budget for this? For example, based on our experience providing these retreats, is it reasonable to assume 20% of families will be “large families” (5 or more family members) and require an extra hotel room?

Answer: Based on recent trends, no more than 20% of families have been “large families.” This number is usually closer to 2 or 3 large families per event.

15) The PWS states “Guest checkout shall be extended to 3:00 p.m. on the last day of the event.” We have provided resiliency retreats for the military all across the US, and have never come across a hotel that allows a checkout this late in the day. Questions are A) do you have a recommendation for a hotel within 30 miles from Destin that will accommodate this requirement? B) Our best guess is the only way to do this would be to pay the hotel for an “extended stay.” Would the military be willing to pay for this? C) We may get hotels to agree to allow families to STAY later to enjoy the beach, pool, lazy river, free parking, etc. AFTER they have checked out of the hotel.

Answer: We have updated the PWS to reflect a 12:00PM checkout time for all retreats

16) The PWS states “1.1.3 Meeting Space. Meeting space shall include onsite audio/visual support.” Question: We assume this is required now and will need to be added as an additional expense in our proposed budget, is that correct?

Answer: There will be no government provided Audio-visual support/equipment. Contract costs must cover audio/visual equipment.

17) Is there a reason why some retreats call for queen size beds (1.1.1) while others call for full size beds (1.2.1 and 1.3.1 and 1.4.1)?

d. Answer: 1.2.1, 1.3.1, and 1.4.1 must be able to accommodate family units of various sizes, thus the need for smaller beds.

18) In the PWS it states “1.1.5. Alternate Dates. The Government may have to reschedule events due to unforeseen circumstances. The Government reserves the right to reschedule an event at no additional cost, provided that at least a ten (10) day notice is provided to the contractor in writing. The contractor shall propose dates for the rescheduled event(s).” Then in “3.1.

Alternative Dates. The Government may have to reschedule events due to unforeseen circumstances. The Government reserves the right to reschedule an event at no additional cost, provided that at least a five (5) day notice is provided to the contractor in writing. The contractor shall propose dates for the rescheduled event(s).” Question: This is a little confusing - Is it 10 days notice or 5 days notice?

Answer: PWS updated to reflect ten (10) days’ notice

19) We are not familiar with EFMP. Can you please tell us what these letters mean and where we can get more information?

Answer: EFMP stands for exceptional family member program. AFI 40-701 provides details on the program. There are also numerous EFMP resources located online.

20) Does Hurlburt Field have a specific EFMP curriculum in mind?

Answer: There is no specific curriculum required as long as it adheres to the requirements of the PWS.

21) Under the General Instructions document first page “C. Complete the necessary fill-ins and certifications in provisions and in the on-line Representations and Certifications at www.sam.gov. For information contained in SAM, quoters may elect to reference this information instead of submitting copies of the provisions and clauses with their quote. All other clauses and provisions not contained in SAM must be submitted with the quote.” If all of our information/documentation/certifications are current in sam.gov, we should be good to go, is that correct?

Answer: Correct.

22) In the Instructions document in Part II Technical submission, Subfactor 1 – Events Schedule, it states: “The plan must encompass all requirements for each event IAW the PWS and demonstrate understanding of the requirement.” Please explain what this sentence means?

Answer: An event schedule must be submitted for each type of event and highlight planned activities for each event based on the events’ respective requirements as stated in the PWS.

23) On Standard Form 1449, the instructions say to complete block 12 which is “Discount Terms.” Question: What does Discount Terms mean?

Answer: This refers to discounts for prompt payment and if the Government receives a discount for paying out in less than 30 days.

24) In the PWS it states “The contractor shall provide five (5) meals for each participant. Meals shall consist of the following: two (2) hot breakfasts, one (1) lunch, and two (2) dinners. Lunch will not be provided on third day of event. All meals shall be buffet style consisting of at least three (3) entrée choices, five (5) choices of side items, and no less than three drink options to include water.” It is extremely difficult to get 3 entrée choices and 5 choices of side items at per http://www.sam.gov/ http://sam.gov/ diem rates. Are we allowed to go above the per diem rate to make sure we are covering meals adequately?

Answer: Contractors should quote on the requirements of the PWS.

25) The PWS states in “1.5. ONSITE CHILDCARE… The numbers of children may be different at each event, but will accumulate to an average of 45 children per event throughout each contract year. Government shall not expect a credit for partial attendance or non-attendance of children confirmed for each event.” Questions: A) our interpretation of this section is that we should budget to provide childcare and all meals for 45 children at each retreat. If the number of children drops below 45, we still charge Hurlburt Field for 45, and if the number goes over 45 children, we only get paid for 45. Is that interpretation correct? B) How many hours of childcare does Hurlburt want to provide for marriage retreats C) How many hours of childcare does Hurlburt want to provide for EFMP retreats? D) How many hours of childcare does Hurlburt want to provide for Family Retreats? E) how many hours of childcare does Hurlburt want to provide for Single Family retreats?

e. Answer: Contractors should quote on the average number of children.

During performance of the contract, the awardee will bill for the actual number of confirmed children per event.

f. Answer: IAW the solicitation, childcare is measured and billed on a per-child basis, not per hour.

26) The PWS states in 1.6.1. Annual Familiarization. The contractor shall provide information and content updates for the Marriage Weekend Retreats, the Family Weekend Retreats, the EFMP Family Retreats, and the Single Parent Family Retreats at the beginning of each contracting year to all Chapel staff members. This familiarization will be comprehensive and include a full breakdown of the curriculum and will not exceed one (1) day. Chapel staff members will be able to provide input to the instruction to ensure that it best fits the audience needs. This will be conducted at the Hurlburt Field Chapel prior to the first event for each contract year.” Question: Are we allowed to charge for travel, meals and lodging for this?

Answer: Contractors should factor this cost into their quote.