Attachment 4 - JBAB Chapel Marriage and Family Retreat Q and A Response (FA706024Q0019).pdf

DEPARTMENT OF the air force

11TH CONTRACTING SQUADRON

WASHINGTON DC

QUAERO CUM INTEGRITAS

18 July 2024

JBAB Marriage and Family Retreat (Solicitation# FA706024Q0019)

Questions and Answers

The following questions and accompanying answers are provided for your consideration with potential quotes:

Question 1: Does the per diem rate apply to food and beverage only, or should the room rates comply with government per diem also? Upon our review, we did not find the requirement included for per diem rates for lodging.

Response 1: Per diem should apply to the room rates as well.

Question 2: Could you clarify the number of guest rooms needed? The Excel file shows

120. The statement of work requests rooms for up to 60 people for 2 nights. 2 Chaplain corps and 58 attendees. Couples and families of up to 6. As per my estimates we would need 25 rooms per night at the most. 31 rooms if we had only couples arriving (29 rooms + 2 for the Chaplains)?

Response 2: Only 30 rooms are needed for two (2) nights. The solicitation was amended on 7/16/24 to adjust the Attachment 2 – Pricing Schedule Worksheet to reflect 60 rooms (30 rooms for two (2) nights).

Question 3: Is there an estimate of the number of kids per age group?

Response 3: The final headcount has not been established and an estimated number of children cannot be provided at this time. In accordance with (IAW) the PWS paragraph I, up to 30 children should be anticipated. Additionally, IAW the PWS, a final headcount will be provided by the Government to the awardee seven (7) days prior to the scheduled event.

Question 4: What takes precedence: having a per diem rate for the food items or getting all the items listed. E.g. Would you prefer to have a per diem rate or 2 meat choices for lunches and dinners?

Response 4: The per diem rate should be maintained while still trying to provide the requested meal options, as best as possible.

11TH MISSION SUPPORT GROUP

Where the Magic Happens

Question 5: The statement of work identifies the dates as August 23-August 25. In

Attachment 2 the period of performance is August 23-August 26. Please clarify.

Response 5: The solicitation was amended on 7/16/24 to adjust the Attachment 2 – Pricing

Schedule Worksheet to reflect the accurate dates of 23 August (check-in) through 25 August (check-out).

Question 6: Please clarify where the children will be eating. Together with the adults or in the childcare area? From the two statements below it is unclear if all meals are to be the same and served in the General Session room, or if separate children's meals are to be served in the childcare area.

Response 6: IAW with the PWS all meals (for adults and children) will be served in the

General Sessions Event Space.

Question 7: Will the awardee be responsible for training as well?

Response 7: In accordance with the PWS and Attachment 2 - Pricing Schedule Worksheet

(AMENDED), this solicitation is only for lodging, meals, audio/visual and conference spaces, and childcare for the identified event.

Question 8: Are attendees expected to pay for their own rooms, or is the cost for lodging to be included?

Response 8: In accordance with (IAW) the PWS and Attachment 2 – Pricing Schedule

Worksheet, this requirement is for all lodging, meals, A/V, and childcare for the event. Lodging will not be paid individually by the attendees.

Question 10: What are the per diem cost limitations for meals daily?

Response 10: Per Diem rates are regulated by GSA and can be found on the GSA website

(https://www.gsa.gov/travel/plan-book/per-diem-rates)

11TH MISSION SUPPORT GROUP

Where the Magic Happens

Question 11: Is it anticipated that children will share a room with their parents, or would connecting rooms be preferred?

Response 11: IAW the PWS and Attachment 2 – Pricing Schedule Worksheet, up to 30 rooms will be required. The PWS indicates that if a family size is too large for allowable room capacity, an additional room may be required to accommodate comfortably.

IAW the PWS, Large Family needs will be communicated to the awardee five (5) days prior to the event.

Question 12: How many breakout rooms are required, on what days, and set up for how many people?

Response 12: Please see the PWS for all conference room needs. The PWS also indicates that the conference room spaces should be accessible for the entirety of the event.

Question 13: Will more than one conference room be needed at the same time?

Response 13: Yes, five (5) conference spaces are required. Additionally, all conference room spaces should be accessible for the entirety of the event.

Question 14: Are accessible services required?

Response 14: No accessibility requirements are expressed within the PWS.