Questions and Answers - Resiliency Retreat.pdf

FA4877QA22110 Q&A

1. I just wanted to confirm on section 7 letter e that you did indeed need snacks for the children on 3/6/22 from 8:30am-12:30pm and 6:45pm-10pm? Apologies for the typo; that correct date for childcare and snacks should be 5 MAR 22 or 3/5/22.

2. Also confirming you want lodging rooms checking in on 3/4/22 and checking out on 3/6/22.

Correct

3. How many childcare rooms do you prefer? There should probably be two spaces so that babies/ toddlers are cared for separately from the school-aged kids.

4. I am reading that you want a general session room for adults to hold 200 and a private dining space to hold 200 adults and 60 children, is that correct? No other conference rooms are needed? Please confirm what type of set up you would like in your general session room. That is correct. No other conference space is needed – other than space for childcare services. For the general session room, set up can be either

5. Due to this being a very busy season, will the government be okay, if rooms were split in 2 different locations, as far as stay goes, but we will arrange all the rest of the stuff (event, training, conference, food etc.) in one location. No, we require everyone to be lodged together, in the same location as meals, workshops and childcare are being provided.

6. Does it have to be a 4 diamond resort or is there a bit of flexibility so long as standards are met due to limited room availability? No, we require a 4 diamond resort. This is the standard set by the past three years’ events.

7. Does the government expect us as the contractor to pay for all of these, and then bill the government? If so, how long will it take to get paid?

This is a firm fixed price contract and invoices will be submitted via Wide Area Workflow in accordance with clause 252.232-7006.

8. Are dates flexible, if the government is not willing to split the rooms in 2 locations? No, the dates are not flexible.

9. Do you want one firm fixed price for the entire event (all-inclusive as per your requirements)

Yes, this will be a firm fixed price acquisition. Please reference the Combo Solicitation.

10. Overall: Is there an incumbent company that has handled this or similar events for DMAFB in the past? Is that contractor eligible to bid on this RFQ?

Contractors who have performed events in the past may submit a quote, but keep in mind this is a women-owned small business set-aside.

11. Overall: Can you provide the meeting agenda to verify anticipated times for meals and room usage? Please refer to PWS page 3, paragraphs 7) a. – e. and paragraph 8.

12. Page 1, Paragraph 2: Are the March 4-6 dates firm? Can hotels offer alternate dates and/or alternate meeting day patterns if they are unable to accommodate March 4-6? No, these are the only dates we can accommodate based on deployment and training schedules for our members. There could be flexibility with the time of the workshops (ex: the presentations run from 1:00 – 4:00 on 5 MAR instead of 9:00 – 12:00). *This would require a shift in the childcare hours available.

13. Page 1, Paragraph 2: Will attendees make their own hotel reservations, or will DMAFB submit a rooming list? We will work with the contractor to appropriately assign rooms, based on guests/ family size.

14. Page 1, Paragraph 2: If making their own reservations, can we set a reservation cut-off date of 10-14 days prior to the event? No one is making their own reservations. Contractor will book the rooms in advance, per the PWS specifications. Working with DMAFB staff/ 48 RQS team and Chaplain, we will assist in assigning appropriate rooms for families, based on beds/ number of children.

15. Page 1, Paragraph 2a(iii) of the PWS states that the contractor “shall provide all lodging, meals, incidentals and any other costs incurred by the contractor.” Is this supposed to say, “…costs incurred by the guest”? Subsequent sentences seem to indicate so. Contractor is to pay for the rooms, the meals, etc… Guests are responsible for incidentals, any extras, alcohol, food purchased other than what’s provided, etc…

16. Page 1, Paragraph 2a(iii): Please verify that the requirement of “one key per person per room” refers only to adult occupants of the room. Yes, one key per adult.

17. Page 1, Paragraph 2a(iii): Will DMAFB provide personnel to help staff the dedicated Check-in Desk, or shall the desk be fully staffed by the contractor/hotel? This should be staffed by either the contractor or the hotel. 48 RQS staff may be on hand to great people on arrival.

18. Page 1, Paragraph 2a(iii): The PWS references handing out schedules upon arrival. Will DMAFB provide the schedules or does the contractor need to print and provide them for check-in?

DMAFB will provide the printed schedules/ itineraries for hand out.

19. Page 1, Paragraph 4: Are two rooms (one for older children and one for younger children) acceptable/desired for the Childcare space? This has been the set-up used by other military groups. Yes, I believe this is the standard for most childcare providers, to separate the space for babies and toddlers from the school-aged children.

20. Page 2, Paragraph 6: Will DMAFB be providing the signage mentioned in Paragraph 6 or does the contractor need to produce and supply the signs? 48 RQS will provide signage, as appropriate for the event itself. Contractor/hotel may post signs indicating ‘childcare room’ or to direct people to the area for pre-check-in

21. Page 3, Paragraph 7e of the PWS references snacks for children on 6 March 2021 – can we assume the correct date is 5 March 2022? Yes, apologies for the typo. That should be Saturday 5 March.

22. Page 3, Paragraph 7: Please verify that breakfast is not being provided on the morning of Sunday, 6 March. That is correct. There are no meals or programs provided on Sunday 6 March. Families will check-out of their rooms that morning, accordingly.

23. Page 3, Paragraph 8: Are the two Professional Development Workshops on 5 March being held concurrently in two separate rooms? Will the adult participants be split evenly? No the workshops are to take place one after the other, with all adult attendees participating in each workshop, as a group. First workshop is 9:00 – 10:30, then a break from 10:30 -10:45 and the second workshop runs 10:45 – 12:15.

24. Page 3, Paragraph 8: Can one of the workshops be held in the same room being used for meals? Yes, as long as there is time for the space to be broken down/ prepared for workshop setting

25. Overall Audio-Visual: Will DMAFB be providing its own laptop computers for the presentations, or will laptops need to be provided? Presenters will bring personal laptops but we request that the hotel has one available should the need arise.

26. Overall Audio-Visual: Are any presentations being streamed or broadcast via WebEx, Zoom or another platform? No, all presentations will take place in person, for attendees present.

27. Overall: Beyond the requirements outlined for childcare workers (Page 2, Paragraphs 4a-4e), is there any additional training required of staff members? No

28. Is it acceptable to have all the meeting space and some of the lodging rooms at one hotel and the rest of the lodging rooms at another hotel that is within 2 miles? No