Questions and Answers_StrategicOffsite.pdf

Solicitation No. FA480027Q0003 Request Title: Off Site Lodging and Conference Date: 10/14/2026

Questions and Answers

1. Please confirm the operative quote deadline, time zone, submission address/method and question cutoff. The uploaded RFQ states September 3, 2026 at 3:30 p.m. EST, while the current indexed notice reports October 13, 2026 at 5 p.m. ET. Please provide all amendments and the governing instructions, including a legible corrected RFQ page 2.

• September 3, 2026 at 3:30 p.m. EST, was a clerical error. The original solicitation, posted under FA480024Q0001, established a quote submission deadline of October 13, 2026, at 5:00 PM ET. However, that solicitation was canceled because the solicitation number was incorrect.

A new solicitation, FA480027Q0003, was issued and posted on October 9, 2026, with a revised quote submission deadline of October 14, 2026. In response to the questions received from industry, the Government has revised the solicitation package to include an updated Statement of Requirement (SOR) and Request for Quote (RFQ).

To provide vendors with adequate time to review the revisions and update their quotations, the quote submission deadline has been extended to October 16, 2026, at 5:00 PM EST electronically.

The revised SOR, revised RFQ, and all associated solicitation documents have been posted on SAM.gov. Vendors should rely on the revised solicitation documents and the current posting as the governing instructions for quote submission.

2. Which main-room configuration governs: classroom seating for 40 in the RFQ, or U-shape for 35 in SOR Rev. 1? Please specify the concurrent breakout special set for 15.

• U shape is preferred for 40-45 people.

3. Please confirm whether the room block is 40 while catering/breaks are for 35, or whether all services should cover 40. Does the table's nine-meal schedule govern, with no Thursday dinner or Monday breakfast/lunch? Are setup personnel meals required?

• Confirm 40-45 all services required. Nine-Meal event on individual billing attached to the individuals lodging. Monday Breakfast/lunch and Dinner Thursday is paid for by the individuals.

4. Are standard private-bath rooms acceptable, or are executive-level room categories required? Please confirm private dining expectations and whether meeting-space access must remain exclusive during meal periods.

• 8 executive rooms with the rest of the attendees in standard rooms. There is no expectation for private dining, just that meals be provided on site. The meeting space can be used as the dining room but should remain exclusive to our party for the day so that individual items can be secure.

5. Does the Leesburg-area preference with equivalent compliant sites govern despite Middleburg in notice metadata? Please identify the Washington, DC drive-time origin and any geographic exclusions.

• Please refer to the revised SOR and RFQ for the Government's updated location requirements. The preferred location is the Leesburg, Virginia area; however, other locations in or near Leesburg that meet all functional and performance requirements outlined in the solicitation will be taken into consideration. Offerors should ensure their proposed venue complies with all requirements identified in the revised solicitation documents.

6. Please confirm the LPTA evaluation basis, required technical evidence, and treatment of separately priced equivalent-venue alternatives.

• The Government confirms that Lowest Price Technically Acceptable (LPTA) is the basis for award. Offerors must submit sufficient technical information demonstrating their ability to meet all requirements outlined in the revised solicitation documents. Please refer to Clause 52.212-2 Evaluation-Commercial Products and Commercial Services, included in the Applicable Clauses and Provisions document.

7. Please confirm applicable subcontracting provisions and whether an event-coordination prime using a hotel subcontract is contemplated under this set-aside. We understand that WATT and its proposed partner remain responsible for compliance with applicable SBA size and affiliation rules.

• Please refer to FAR Clause 52.219-14, Limitations on Subcontracting, included in the Applicable Clauses and Provisions document. Offerors are responsible for ensuring compliance with all applicable subcontracting requirements, including small business size standards and affiliation rules. The Government will evaluate quotations in accordance with the terms and conditions of the revised solicitation documents and all applicable regulations.

8. Please confirm funds/anticipated award status, any additional insurance/bond requirements, authorized payment process, and governing cancellation/attendance-change terms for the event.

• The Availability of Funds provision is no longer applicable, as funding is now available for this requirement. Payment will be made in accordance with the terms and conditions of any resulting contract. The Government may cancel the event without penalty up to seven (7) business days prior to the event date. Any proposed cancellation or attendance-change terms that conflict with the solicitation requirements should be clearly identified in the vendor's quotation for Government review.

9. Breakout room Audio Visual (A/V):

• A/V requirement package

i. 1-LCD Projector and Screen

ii. 1-Podium w/microphone

iii. 1-broadband internet connection

iv. 1-internate usage

v. 1- PC Audio Connection

• Room and Breakout room Requirement

i. 1-General Session Room

1. 3-Wireless Microphones

2. 1-Audio Mixer

ii. 1- Breakout Room

1. No A/V requirement for breakout room