7. Questions and Answers.pdf

20 April 2026

QUESTIONS & ANSWERS

FA442726Q1061 – Junior Airmen Resiliency Retreat – TRAVIS AFB, CA

QUESTION ANSWER

What is the reference point for measuring the desired 150-mile radius stated in Section

2.4 of the SOW?

200 Hackett Ave, Travis AFB, 94535

Please confirm the final required room configuration for the 28 attendees (25 participants and 3 staff).

28 Attendees. 25 Airmen, 3 Staff Members

Since Yosemite is listed as a preferred area, would locations in the Yosemite area be considered acceptable if they exceed 150 miles depending on the measurement point?

If not, are alternate nearby locations acceptable?

Yes. Monterey/Santa Cruz are also preferred areas.

The SOW requires the contractor to 'provide' resort-style lodging, meals, and a conference room, but does not specify that the contractor must own or operate the venue. May a small business event coordinator serve as the prime contractor by sourcing and managing a qualifying AAA Three or Four-Diamond rated property — with the hotel serving as a subcontractor or teaming partner — to fulfill all SOW deliverables?

Background: “Company” specializes in event coordination and subcontractor management. Our intended approach is to contract directly with a qualifying lodging venue to perform all deliverables under our prime contract.

Yes, as long as the location is close by to the venue.

Is registration under NAICS 721110 (Hotels and Motels) in SAM.gov required at time of offer submission, or may offerors registered under related hospitality and accommodations NAICS codes submit a responsive offer, provided they can demonstrate technical capability to perform the stated requirements?

Registration in SAM.gov under the specific NAICS code (e.g., 721110) is generally not required at the exact moment of offer submission, but active SAM registration is mandatory prior to contract award.

While you must be registered in SAM, offerors may submit a proposal if they can demonstrate technical capability to perform, but having the exact NAICS code is highly preferred for set-aside determinations.

What documentation will satisfy the AAA Three or Four-Diamond rating requirement?

For example: a current AAA designation certificate from the property, an official AAA TourBook listing, or written confirmation

A written confirmation will suffice.

https://sam.gov/ from the property on hotel letterhead?

Additionally, what criteria will be used to evaluate venues described as 'equivalent' to AAA-rated properties?

The Contractor Responsibility Verification form permits a capability statement in lieu of prior federal contract performance records. For the past performance evaluation factor, will the Government consider documented private-sector event coordination experience — such as corporate retreats and group lodging management — as relevant for a new federal entrant? If so, may references be submitted as letters or project summaries in lieu of the Attachment 3 form?

Yes, the government will consider relevant, documented private-sector experience for new federal entrants.

Private-sector event planning, corporate retreats, and lodging management can demonstrate the necessary capability and responsibility for similar federal requirements.

Is the Government exempt from California state and local taxes on lodging and meals for this contract? Should offerors include or exclude applicable taxes in the CLIN 0001 unit price?

Background: California hotel tax rates can range from 10–15% depending on the county.

Clarification will ensure accurate and comparable pricing across all offerors.

The government is not exempt. Offerors should include applicable taxes.

On page 3 of the Statement of Work, the schedule references Sessions 1, 2, and 4.

Could you please confirm whether there will be a Session 3? If so, what day and time is it expected to take place?

It should be listed as 3. Only 3 sessions.

Will the contractor be required to coordinate lunch on Day 2? Only breakfast and dinner are listed in the Statement of Work (page 3).

Negative. Lunch will be on their own for Day 2.

Will the contractor be required to be on-site during the event, or would a hotel representative be sufficient with the contractor available remotely (e.g., by phone) throughout the event dates?

Hotel representative will be suffice.

Is the contractor expected to plan or coordinate any activities between scheduled sessions?

Negative.

Does the government require an AV technician to be present during session hours?

Negative, as long as the AV is operational.

Does the Government require a specific number of parking spaces? If so, how many spaces should be reserved for the group?

Section 4.2 of the Statement of Work indicates that one (1) TV/projection screen is required. Could you please confirm the preferred screen size so we can ensure accurate pricing?

a. 32” LCD Television/Monitor

b. 42” LCD Television/Monitor

c. 55" LCD Television/Monitor

d. 70" LCD Television/Monitor

Prefer 42’’-70” so the entire group can see.

Section 4.3 of the Statement of Work notes that appropriate signage should be displayed. Can the Government clarify whether digital reader boards are acceptable or if physical signage is required?

a. If physical signage is required, please provide guidance on size, color (color

vs. black-and-white), and quantity.

Digital readers are acceptable.

Will there be presenters who require microphones, or will standard in-room audio be sufficient? If microphones are needed, please specify the preferred type (e.g., lavalier, handheld, podium) and the quantity required.

Lavalier or handheld will be preferred. Two would be needed.

Will transportation be required during the retreat for any off-site activities? If so, is the contractor responsible for arranging it, and can you provide the anticipated schedule?

No. We will take care of transportation.

Will the contractor be responsible for managing a group check-in process, or will attendees check in individually with the hotel?

a. If group check-in is preferred, are there any specific procedures or requirements (e.g., pre-keyed rooms, welcome packets)?

b. Will a rooming list be provided in advance by the Government, or is the contractor expected to manage room assignments?

Group check-in process would be preferred, as we will be assigning rooms. Room assignments should not be changed unless coordinated by the HC POC’s.

Is the contractor expected to provide any additional materials for the retreat (e.g., printed materials, participant packets, name badges, or supplies)? If so, please specify the types, quantities, and any requirements or preferences.

Negative.

Please confirm whether Wi-Fi is required in the primary meeting room and whether any specific bandwidth requirements should be considered.

Wi-fi is required in the meeting space. No specific bandwidth. We will try to pre-load materials, but would need to connect in case we have to pull up additional documents.

Given that responses to these clarifications may materially impact both technical and pricing approaches, will the Government extend the submission deadline to at least three business days after answers to vendor questions are released?

The government will extend for 2 business days. Deadline will change to morning of 27 April 2026.

Would a lodging room block consisting of four (4) Traditional King rooms and twelve

(12) Traditional Queen/Queen rooms for the required nights be acceptable to the Government requirement, or is a different rooming configuration preferred?

Room configuration is acceptable.

Regarding Section 6.1, could you please confirm whether the Contract Manager or alternate is required to be physically onsite during the performance period?

Do not have to be physically onsite, but should be available in case of any emergencies by phone.

Could you kindly confirm whether a AAA Three or Four-Diamond rating is mandatory, or if equivalent upscale/full-service properties without a current AAA designation may also be considered acceptable?

Equivalent upscale/full service is acceptable.