Contractor Questions and Answers.pdf

Nellis Marriage Retreat Solicitation FA486126R0026 Questions & Answers

1. The itinerary describes the adult instruction sessions as being led by the Retreat Program Manager. Please confirm whether the contractor is responsible only for lodging, meals, meeting facilities, activities, transportation and event coordination, or whether the contractor must also provide marriage-retreat instructors or facilitators.

• A: Instruction Facilitation: The Retreat Program Manager will be facilitating the adult instruction sessions, rather than the Retreat Program Manager.

• Transportation: Participants are responsible for providing their own transportation to and from the event location.

• Contractor Scope: The contractor's responsibilities are strictly limited to providing and coordinating lodging, meals, meeting facilities, and activities. The contractor is not required to provide marriage-retreat instructors, facilitators, or transportation services.

2. The solicitation identifies the applicable document as “Attachment 1 – PWS,” while the attached retreat document is labeled “Attachment 2.” Please confirm that the attached document is the complete and controlling PWS/SOW and advise whether any other attachment is missing.

A: The attachment is complete.

3. The solicitation lists a period of performance of August 14–16, 2026. The PWS also provides alternate date windows of August 21–23, September 11–13 and September 18–20.

Please confirm:

• Whether offerors may propose an alternate date;

• Whether offerors should provide pricing for all available date options or only one date;

• Whether August 14–16 remains mandatory unless otherwise approved.

A: Yes August 14-16 remains mandatory unless otherwise approved. No. Alternate dates are not permitted. To meet critical mission timelines, accommodate personnel who have already registered/scheduled for this event, and ensure proper execution of dedicated funding, the retreat must occur during the specified timeframe.

Justification for Restrictive Dates: The dates of August 14–16 are a firm mission requirement. Participants have already committed schedules and registered for this specific window. Furthermore, dedicated funding has been secured for this event and must be executed in accordance with strict fiscal timelines. Slippage of these dates poses a severe risk of funding forfeiture and low attendee participation, directly jeopardizing mission success.

4. The PWS states that four buffet-style meals are required but subsequently lists six meals:

• Friday dinner;

• Saturday breakfast;

• Saturday lunch;

• Saturday dinner;

• Sunday breakfast;

• Sunday lunch.

Please confirm whether the contractor must provide four meals or all six listed meals, and whether each meal should be priced for the full 90 attendees.

A: Contractor must provide all six listed.

5. The itinerary schedules kayaking from approximately 8:00 AM to 12:00 PM and adult instruction from 9:00 AM to 12:00 PM.

Please confirm:

• Whether these activities are intended to occur simultaneously;

• The required number of kayaking participants;

• Whether kayaking is intended for all 60 adults or only a subgroup;

• Whether any children will participate.

A:

Offeror Question Official Government Response

Whether these activities are intended to occur simultaneously;

Yes. The activities occur concurrently because the kayaking session is the adult instructional block. The overall block runs from 8:00 AM to 12:00 PM, with the specific adult instructional portion integrated from 9:00 AM to 12:00 PM.

The required number of kayaking participants;

The total number of kayaking participants is 90 (consisting of 60 adults and 30 children).

Whether kayaking is intended for all 60 adults or only a subgroup;

Kayaking is intended for all 60 adults, as the kayaking itself serves as the adult instructional block.

Whether any children will participate.

Yes. 30 children will participate in the kayaking activity. However, all participating children must be accompanied by their parents on the water at all times.

6. The itinerary schedules adult instruction and golf during the same 8:00 AM–12:00 PM period.

Please confirm whether approximately 20 adults will attend golf instead of the Sunday instruction session and whether the remaining adults will participate in the instruction.

A:

Offeror Question

Official Government Response

No. Golf is the actual instructional block for Sunday. A total of 30 adults will participate in this session (8:00 AM – 12:00 PM). This is a recreational, team-building session to foster family connection, not formal athletic lessons; therefore, PGA-certified instructors are not required. The contractor must provide all necessary golf equipment (clubs, balls, etc.) for the 30 participants.

7. Please confirm whether the Government will provide childcare personnel and the contractor is responsible only for the activity room and refreshments.

If the contractor must provide childcare staff, please identify the required:

• Number of personnel;

• Staff-to-child ratio;

• Certifications;

• Background investigations or screenings;

• Insurance requirements;

• Age range of the children.

A: The contractor is NOT responsible for providing childcare staff or personnel. This is a Marriage and Family Retreat where children will remain under the direct supervision of their parents at all times during all scheduled activities. The contractor is responsible only for providing the designated activity spaces/facilities, equipment, and contracted refreshments as outlined in the Statement of Work (SOW). Because the contractor is not providing independent childcare, requirements for contractor-provided childcare staff, specific staff-to-child ratios, youth-care certifications, and associated background investigations do not apply.

8. The requirement identifies 30 double-occupancy rooms for 30 married couples and 30 children. This appears to require occupancy by three individuals in each room.

Please confirm the required room configuration, including whether each room must provide two queen beds, a sleeper sofa, rollaway bed or another specific arrangement.

Please also confirm whether the requested late checkout is mandatory or required only where the hotel can reasonably accommodate it.

A: Yes. To accommodate the family units, each of the 30 double-occupancy rooms must provide two (2) Queen beds AND either a sleeper sofa or a rollaway bed to comfortably sleep up to three (3) individuals per room.

The late checkout request is NOT mandatory. It is required only where the lodging facility can reasonably accommodate it within their standard operating procedures and availability.

9. Please confirm whether the total firm-fixed price should include all applicable:

• Lodging and resort fees;

• Taxes;

• Catering service charges;

• Gratuities;

• A/V charges;

• Activity fees;

• Equipment rentals;

• Transportation expenses;

• Parking charges.

Please also advise whether the Government has any applicable tax-exempt documentation that will be provided to the awarded contractor or venue.

A: Yes. The total proposed Firm-Fixed-Price (FFP) must include all applicable costs to execute the contract, to include: • Lodging and resort fees• Taxes (excluding exempt taxes)• Catering service charges and gratuities• A/V charges and equipment rentals (including golf/kayak gear)• Activity/facilitation fees• Transportation and parking charges.The final price must be fully loaded with no hidden fees or post-award incidentals billed to the Government.

Yes. The Government is exempt from federal excise taxes and most state/local transient occupancy (lodging) taxes. The Government will provide standard Federal Tax-Exempt Certificates/Forms to the awarded contractor upon contract award. Offerors should exclude exempt taxes from their lodging price calculations.

10. The solicitation cover identifies NAICS 561920, while the instructions section appears to reference NAICS 261920. Please confirm that the correct NAICS code is 561920, Convention and Trade Show Organizers.

A: The correct NAICS code for this solicitation is 561920 (Convention and Trade Show Organizers). The reference to "261920" in the instructions section was a typographical error and is hereby corrected to 561920. [99 CONS]

11. Please confirm:

• The email address or electronic system through which proposals must be submitted;

• Whether a signed Standard Form 1449 is required;

• The required technical proposal contents;

• The required past-performance information and number of references;

• Whether there are page limits or required file names;

• Whether separate technical and pricing files are required;

• The period for which proposed pricing must remain valid.

A: Please refer to Solicitation for required documentation to submit quotes. [99 CONS]

12. Because the requirement involves securing and coordinating lodging, catering, meeting facilities, recreational activities and possible transportation—and because several of the issues above materially affect vendor pricing—would the Government consider extending the proposal deadline by at least seven calendar days, from August 4, 2026, to August 11, 2026?

An extension would allow interested small businesses to obtain firm vendor commitments and submit more accurate and competitive firm-fixed-price proposals.

A: "Denied. Due to the proximity of the mandatory event dates (August 14–16) and the administrative lead time required to finalize lodging, catering, and safety coordination post-award, the proposal deadline remains August 4, 2026. This ensures the Government has adequate time to evaluate submissions and finalize the award safely."

13. Could you share more detail on how the Government intends to use the two breakout/conference rooms during the required hours (Friday 4-8 PM, Saturday 9 AM-12 PM, Sunday 7:30 AM-12 PM for the adult room)? Specifically, is this seminar-style instruction the whole time, or should we plan for a mix of activities (e.g., breakout discussion groups, breaks, media/AV use)? Any detail on the planned agenda would help us right-size the room setup and A/V accordingly.

A: The rooms will be utilized for a structured mix of casual dining, instruction, and interactive breakouts as follows:• Friday (4:00 PM – 8:00 PM): A welcome buffet-style dinner is required. Guests will arrive and check in to their individual lodging rooms first, then proceed to the dinner at staggered times. The buffet must remain set up throughout this block with soft background music playing to create a relaxed atmosphere. No presentation screens, projectors, or microphones are required for Friday night.• Saturday (9:00 AM – 12:00 PM): This block will combine the outdoor kayaking activities with indoor classroom instruction. The conference room will be used for interactive marriage education, group discussions, and couple's breakout exercises. The room must be set up in a classroom format (e.g., Crescent Rounds allowing couples to sit together and face the presenter) with full A/V support (projector, screen, audio playback, and a wireless microphone).• Sunday (7:30 AM – 12:00 PM): The indoor room will remain reserved for classroom activities, weather backup, and a staging area while the 30-adult golf team-building session takes place outdoors.

14. Could you provide any detail on what is planned for the children during the designated childcare hours (Saturday 9 AM-5 PM, Sunday 8 AM-12 PM)?

Understanding whether this is structured activities/curriculum led by Government staff, or if the contractor is expected to provide activity supervision/programming, would help us scope the childcare room and staffing support appropriately.

A: The contractor is NOT responsible for providing childcare staff, activity supervision, or programming. As clarified previously, this is a Marriage and Family Retreat where children remain under the direct supervision of their parents at all times. The contractor is only responsible for providing the physical room/space and contracted refreshments. Any structured activities, curriculum, or entertainment for the children will be managed entirely by the Government or the parents themselves.

15. Does the Government have any preferences on the type of cuisine for the buffet meals, or any known dietary restrictions/allergies among attendees (e.g., vegetarian, gluten-free, religious dietary needs) that we should plan to accommodate in our catering proposal?

A: The Government does not mandate a specific cuisine type but expects a high-quality, diverse menu that is universally appealing and family-friendly (accommodating 60 adults and 30 children). Respecting the health, religious, and lifestyle dietary needs of our families is a strict requirement for this event. While the final list of specific attendee allergies and restrictions will be provided to the awarded contractor after registration closes, offerors must be fully prepared to accommodate standard dietary requirements. Catering proposals must account for vegetarian, vegan, gluten-free, dairy-free, severe food allergies (e.g., nut-free, shellfish-free), and religious dietary accommodations (e.g., Kosher or Halal requirements). The ability to provide these alternate meals must be included in the overall firm-fixed-price proposal without additional post-award surcharges.

16. Is there any incumbent/recompete or this is a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.

A: No, this is a new requirement with no incumbent. [99 CONS]

17. Please confirm whether the Friday staff breakfast is contractor-provided and provide the required headcount.

A: Yes. The Friday breakfast is contractor-provided. The required headcount for this meal is 90 (consisting of 60 adults and 30 children).

18. Please confirm whether the children’s refreshment station is required on both Saturday and Sunday.

A: Yes it is.

19. Is an outdoor lakeside or poolside dinner mandatory, or may an indoor backup location be proposed because of weather?

A: An indoor backup location may be proposed because of weather.

20. Please confirm whether taxes, resort fees, destination fees, service charges, gratuities, parking and transportation costs must be included in the firm-fixed price.

A: Yes, this is confirmed. The proposed total Firm-Fixed-Price (FFP) must be fully loaded and all-inclusive of all costs required to execute this contract. This includes, but is not limited to: • All lodging rates and mandatory resort, destination, or facility fees• Catering service charges and gratuities• Applicable taxes (excluding federal tax-exempt items)• Attendee parking fees and transportation costs.The contractor must integrate all these costs into their final proposal. No additional fees, surcharges, or incidental costs may be billed to the Government or to individual guests/attendees.

21. Please confirm the required format for technical capability and past-performance information.

A: Refer to solicitation. [99 CONS] Submission Format Requirements: The proposal must be submitted in two separate volumes via PDF format. The volumes should be formatted as follows:Volume I: Technical Capability & Past Performance• Format: Microsoft Word or PDF format.• Page Limit: Strictly limited to 15 pages (Cover Page, Table of Contents, and standard Government forms do not count toward this limit).• Content: Must include a detailed narrative of the lodging, catering, activity coordination (kayaking and golf), and three (3) past-performance references from similar family retreats or events within the last 3 years.Volume II: Price Proposal• Format: PDF and/or Microsoft Excel.• Content: Must include the completed and signed SF 1449, acknowledgment of all amendments, and a detailed price breakdown showing the all-inclusive firm-fixed price (lodging, meals, activities, fees, and parking).

22. Attachment 2 (Retreat SOW) specifies a Saturday kayaking excursion and a Sunday golf outing as the two required group activities. Are these two activities fixed requirements for this award, or does the Government have flexibility to consider additional or alternate family-oriented activities (e.g., activities that could include children, since this is stated to be a family retreat)? If offerors may propose supplemental or alternate activities that would benefit the families attending, please advise whether this would be evaluated favorably or should be treated strictly as an add-on outside the base requirement.

A: The Saturday kayaking and Sunday golf activities are fixed, mandatory requirements of this solicitation. While the Government deeply appreciates creative approaches to family-oriented programming, offerors must not propose alternate or supplemental activities in place of, or in addition to, the mandated kayaking and golf. Proposals will be evaluated strictly on their ability to fulfill the specific requirements outlined in the Statement of Work (SOW). Supplemental or alternate activities will not be evaluated favorably and must not be priced as add-ons, as the Government intends to award a contract based solely on the established base requirements.