Questions and Answers_StrategicOffsite_15OCT2026.pdf

Solicitation No. FA480027Q0003

Request Title: Off Site Lodging and Conference

Date: 10/15/2026

Questions and Answers

1. Meals / CLIN 0002: CLIN 0002 is titled "Lodging and Meal Package," but the

SOR prohibits funding food. Should CLIN 0002 include lodging only, with catering priced solely as the separate optional menu? Will the optional catering price be part of the evaluated price for LPTA?

The Statement of Requirements (SOR) has been revised. The contract will include both lodging and catering services under this CLIN. All catering pricing will be included in the Total Evaluated Price for the Lowest Price Technically Acceptable

(LPTA) evaluation.

2. Headcount: The SOR states 35–40 attendees, but the Q&A states 40–45 for all services. What quantity should we price for the room block (8 executive + how many standard rooms per night), meeting room capacity, and the optional catering?

Vendors should pride all services, lodging, and catering based on an estimated headcount of 40 to 45 attendees.

3. Lodging payment: Will attendees pay for lodging individually (e.g., Government

Travel Charge Card on their own folios), or will the Government pay for lodging centrally under the contract? Please confirm whether lodging taxes should be included and whether any tax exemption applies.

Clarification: Lodging will be funded and paid centrally under the contract (not billed individually to guest Government Travel Charge Cards [GTC/GTCC]). The

Government is currently processing a funding increase (Form 9) to accommodate the consolidated lodging and catering costs. The Government is federally tax-exempt; standard federal tax-exemption certificates will be provided upon contract award.

4. Per diem: Please confirm which per diem rate applies (FY27 Washington, DC area rate covering Loudoun County, VA) and whether a rate above per diem with justification will still be considered technically acceptable.

Not applicable. This requirement is being executed as a single-package commercial procurement. Please refer to the revised Statement of Requirements

(SOR) for pricing instructions.

5. Limitations on subcontracting: The Q&A references FAR 52.219-14, but it does not appear in the Applicable Clauses and Provisions attachment. Please confirm whether 52.219-14 is incorporated, and how venue/lodging costs from a hotel subcontractor will be treated in calculating compliance.

Please refer to the revised "Applicable Clauses and Provisions" attachment, which outlines all incorporated clauses.

6. Meeting room exclusivity: Should the general session room be held on a 24-hour basis from the 30 November set up through 3 December so materials can remain secured overnight, or only during each event day?

Dedicated 24-hour room exclusivity is not required. The general session room is only required during the active daily schedule outlined in the SOR.

7. Breakout room: Please describe the "special set" for 15 (e.g., boardroom, classroom, hollow square) and the hours required each day.

The breakout room will function as a temporary workspace for leadership group sessions, email checks, and small-group discussions. A standard boardroom or hollow square setup is preferred.

8. A/V and internet: Please confirm the number of attendee devices requiring Wi-Fi, any minimum bandwidth, whether a dedicated/secure network is required, and whether an on-site technician must be present for all meeting hours or on call.

The network must support a total of 40 to 45 attendees with standard commercial

Wi-Fi capabilities. On-site technical support is not required to be physically present in the room but must be readily on call during all scheduled meeting hours.

9. Cancellation and attrition: Beyond the 7-business-day no-penalty cancellation, may vendors propose standard attrition terms (e.g., a percentage room-block pickup), or must the quote allow headcount reductions without penalty up to the final roster date?

The Government requires the flexibility to make headcount reductions without penalty up to seven (7) business days prior to the start of the event.

10. Payment and deposits: Will payment be made only after performance via

PIEE/WAWF, or can the Government accommodate any venue deposit? Please confirm the invoice timeline.

No advance deposits can be authorized. In accordance with federal regulations, payment will be made in arrears (after full performance) via PIEE/WAWF under standard Net 30 payment terms.

11. Location: Is there a maximum distance or driving time from Leesburg, VA for alternative venues to be considered acceptable?

The venue must be located at least 150 miles away from Langley AFB (Hampton, VA) and no more than 50 miles away from Leesburg, VA.

12. Submission: Please confirm the submission method (email to both POCs?), any file-size or page limits, and whether the 14 October Q&A and revised documents will be issued as a formal amendment requiring acknowledgment.

Quotes must be submitted via email to both designated Points of Contact (POCs).

There are no page or file-size limits. This acquisition is conducted under FAR Part

12 commercial procedures; formal amendment acknowledgment is not required.

Please review the revised attachments for full details.

13. Insurance and parking: Are there any insurance requirements for the contractor or venue, and should parking fees (if any) be included in the price?

If applicable, any mandatory parking fees associated with the event must be fully integrated into the contractor’s proposed pricing.