QAs.pdf

Childcare is designated for the age of infants to 12. Does that encompass the 113 total? Do you know the age breakdowns?

The total number of children, infants to age 12 shall not exceed 113 total.

However, childcare may not be required for those minors above the age of 12 years attending with parents, but are included for planning and meal purposes. The Government can only provide a range of approximate age group breakdowns. This does not absolve the Contractor from complying with the standards of care and compliance within the terms of the Performance Work Statement during the Periods of Performance.

Infants – 12 Months: 10 Children

Toddlers (1-3 YRS): 20 Children

Young Children (4-8 YRS): 40 Children

Older Children (9-12 YRS): 25 Children

You have a group of 218 adults. You are looking for two general session rooms to break them into groups for the meetings? Two rooms to seat in ROUNDS 120 adults per room with AV? Do you have a preference for how many per round? And will the meeting run simultaneously?

Trainings will run simultaneously and both will require full A/V support.

The PWS does not require round table seating, but appropriate distancing in accordance with CDC guidance to mitigate the risk of COVID-19.

The AV required in each General Session room- can you list that out, please? Podium, lavalier mic, handheld mic, etc... thank you. And you need it in both rooms- correct?

The Government requires full A/V support to include the capabilities as described within the PWS. Further, both rooms will require full A/V support to include podium, lavalier mic, screen/projector capability.

For the 2 large banquets, ballroom private dining rooms- is that all they are being used for - DINING? One for the adults set for 218 in rounds and one for the children- 113 children? In section 9 of the PWS & section 7-d, you state that you have a keynote speaker after the meal- does that mean you require AV in that dining room where adults are seated?

The two (2) large banquets, ballroom private dining spaces shall be used for training spaces. Dining is to be independent in order to not disturb the schedule of events.

Children will not be seated separately from adults during breakfast, lunch, and dinner; families will dine together. Please note, that in accordance with the terms of the PWS, children shall be served dinner if in childcare during the dinner hours Friday and Saturday evening. Therefore, the space must accommodate all individuals safely in accordance with CDC guidance.

Full A/V support will be required during the meal times to include podium, lavalier mic, screen/projector capability.

Can the General Session be combined as the dining room for adults?

The terms of the PWS require at least two separate spaces for training and breakout. In order to prevent interruption to scheduled events the General Session may not be combined as the dining room as it may require interruption to by staff in order to prepare for dining.

For the childcare room- you have 113 total. Do you have a plan on breaking down the age groups? Are you looking for one large room where you can separate the kids? Or 2-3 rooms for various ages?

The total number of children, infants to age 12 shall not exceed 113 total.

However, childcare may not be required for those minors above the age of 12 years attending with parents, but are included for planning and meal purposes. The Government can only provide a range of approximate age group breakdowns. This does not absolve the Contractor from complying with the standards of care and compliance within the terms of the Performance Work Statement during the Periods of Performance.

Infants – 12 Months: 10 Children

Toddlers (1-3 YRS): 20 Children

Young Children (4-8 YRS): 40 Children

Older Children (9-12 YRS): 25 Children

For meal/for clarity:

Dinner Friday night - adults will eat without their children, and children will dine in childcare- Correct?

Friday and Saturday night, parents may choose to have their children dine in childcare, or with the family in main dining.

Children in childcare during the dinner hour shall be served dinner in the childcare area.

Children and adults will dine together for Breakfast? If so - do you know need a dining room that can accommodate all of them 218 adults + 113 children-obviously, they will not all be in the room simultaneously but would need to be larger than a dining space for just 218? Can you elaborate on this?

While the breakfast hour is open, it shall not be assumed that all may not arrive at once. Therefore, the space shall safely accommodate in accordance with CDC guidance for ALL individuals during the dining hours.

Grab & Go lunches- it seems as though the agenda will end around 1230, and there will be some free time between then and the night session- correct. Are you looking for a hot or cold grab & go?

Hot or cold is acceptable; the vendor menu must still offer identified dietary items that comply with the terms of the Performance Work Statement.

Section 10 asks for an onsite contract manager- are you looking for a representative from our company to be onsite for the weekend, or is a hotel partner/representative sufficient?

IAW section 10 of the PWS the contractor shall have available an on-site contract manager, and mode of contact, who shall be responsible for the contract performance and can act for the contractor on all matters relating to the contract.

A hotel partner is not responsible for all matters of the contract and therefore cannot act as the contract manager.