Attachment_6_DORIES Course Questions and Answers 17 March 2026.docx
DOCX document 27 KB Posted
- Attached to
- DORIES Conference Audio Visual Support
- Solicitation number
- FA800326Q0005
About this file
This is a Questions and Answers document for federal contract solicitation FA800326Q0005, addressing clarifications related to audio-visual (AV) support services for the DORIES Conference at Wyndham Lake Buena Vista Resort, Orlando, Florida, scheduled for March 24-26, 2026. The document confirms setup begins March 23 with completion by 7:30 a.m. on March 24, and teardown begins after 5 p.m. on March 26. The event will accommodate approximately 250-270 attendees across multiple rooms, with the primary plenary space being Horizons 3-11 (180 capacity), two breakout rooms accommodating 58 attendees each, and one room with 25 capacity. All six rooms are located on the same floor, and not all will operate simultaneously; Wednesday afternoon is the only day when multiple breakout rooms will operate concurrently.
The Q&A clarifies specific technical requirements including that the contractor shall provide dedicated wireless high-speed internet capable of supporting at least 270 concurrent users (preferably through the venue's existing provider if it meets performance needs), front projection in both the main ballroom and all breakout rooms, and eight microphones distributed for speaker use and attendee questions. The Horizons 1-2 and Solar rooms require no AV support, while Horizons 1-2F does require AV. Only Horizons 3-9 requires a confidence monitor for speakers, and power to tables is needed only during the General Session in Horizons 3-9. The contractor must coordinate with venue point of contact Steve MacDonell regarding IT infrastructure, loading logistics, and audio system integration. Previous incumbents include Red Orange North America, Inc. (FY23, 100% small business set-aside) and Inspire Event Technologies, LLC (FY25, 100% small business set-aside). Offerors must provide itemized pricing for each line item on the pricing sheet, with all costs consolidated into a single Firm Fixed Price for the overall requirement.
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March 17, 2026 Questions and Answers for FA800326Q0005
1. We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?
a. FY23 (FA805223P0003) - Awarded to Red Orange North America, Inc.; Sheraton Lake Buena Vista, Orlando, FL 100% SB set-aside.
b. FY25 (FA805225P0003) - Awarded to Inspire Event Technologies, LLC. DoubleTree by Hilton, Denver, CO.. 100% SB set-aside
2. Can you confirm set up time? On the map/agenda attachment it shows the event set up should start on 3/23, however on the PWS it states contractor shall start set up on 3/24/26 at 5pm and complete it by 7:30am on 3/25/26. Please advise the correct set up time.
a. The contractor shall start set up on 23 March and be completed by 0730 24 March before the conference starts at 0800 on 24 March. Breakdown can begin 26 March after 1700.
3. Do you require any speakers for the rooms?
a. The venue is expected to have a house audio system available the contractor should coordinate with the venue to integrate into the existing sound if possible or needed. If the house system isn’t sufficient or unavailable the contractor shall provide supplemental speakers and audio equipment to ensure clear sound projections for all attendees site POC Steve MacDonell smacdonell@wyndhamlbv.com
4. Are all the rooms on the same floor?
a. Yes
5. Internet Service – Can the dedicated internet requirement be satisfied through the venue’s existing provider, or is the contractor expected to supply an independent ISP circuit?
a. The dedicated internet requirement may be satisfied using the venues existing internet provider provided it meets performance needs. This should be sufficient to use for a Microsoft teams call.
6. Projection Setup – For the large screens in the ballroom, should the contractor plan for front projection or rear projection or options for hanging? Will some of the breakout rooms not have a projector?
a. I would assume front projection. The breakout rooms should have a project as well
7. Breakout Rooms – Will all breakout rooms require projection and microphones operating simultaneously, or will some rooms only require limited AV support?
a. Breakout room will need AV support however, the only day the breakout rooms will operate simultaneously is Wednesday in the afternoon. On Tuesday, Wednesday morning and Thursday only the main HORIZONS 3-11 room will be used.
8. Power Availability – Should the contractor assume standard house power will be sufficient for AV equipment and attendee charging stations, or should additional electrical service be planned?
a. Contractor may assume standard house power will be available for typical AV equipment. The contractor is responsible for assessing load requirements and ensuring adequate power distribute.
9. Network Scope – Is the contractor expected to provide only the internet circuit, or also the internal wireless network infrastructure (access points, switches, etc.) for the meeting rooms?
a. Offerors may coordinate directly with the Wyndham Hotel IT or Operations team to better understand available connectivity options and any venue-specific network constraints. POC Steve MacDonell smacdonell@wyndhamlbv.com
10. Load-In Logistics – Can you confirm the designated loading dock location and any venue access restrictions for load-in and strike?
a. I would recommend contacting site POC Steve MacDonell smacdonell@wyndhamlbv.com
11. Whether the four projector/screen systems are intended for four separate presentation environments.
a. During breakout sessions on Wednesday
12. Whether any screens are intended to mirror content in the same room or across multiple rooms.
a. Same room
13. Could you please confirm whether the Government expects the contractor to provide live streaming production equipment, or if the requirement is limited to providing internet bandwidth capable of supporting streaming performed using Government-furnished equipment?
a. The Government does not require the contractor to provide live-streaming production equipment. The requirement is limited to providing reliable high-speed internet capable of supporting connectivity for a remote presenter. The Government will utilize Government-furnished equipment for this purpose. Only one remote presenter is anticipated, and the Government will connect using a laptop through Microsoft Teams.
14. What is the expected attendee capacity for each room?
a. During total plenary 180
15. Will all six rooms will be operating simultaneously during the conference?
a. The expected room capacities and usage are as follows: Not all six rooms will be operating simultaneously. The maximum use of breakout rooms will occur on Wednesday only. There will also be a primary plenary room used for the main sessions. Two rooms will accommodate approximately 58 attendees each. One room will accommodate approximately 25 attendees.
16. Are any rooms are designated as the primary plenary space?
a. Horizons 3-11
17. Could you please clarify what Government-furnished equipment (GFE) will be provided for the event (for example laptops, presentation systems, or streaming hardware)?
a. The Government will provide its own laptops and presentation materials. No Government streaming hardware is anticipated. The contractor is expected to support the required connectivity and audiovisual infrastructure outlined in the PWS.
18. Point of contact for the Wyndham Hotel IT or Operations team so that offerors may better understand available connectivity options, bandwidth availability, and any venue-specific network requirements?
a. Offerors may coordinate directly with the Wyndham Hotel IT or Operations team to better understand available connectivity options and any venue-specific network constraints. POC Steve MacDonell smacdonell@wyndhamlbv.com
19. Could you please confirm whether offerors should provide pricing for each individual line item, or if the Government expects a single Firm Fixed Price for the total requirement with the pricing sheet serving as a cost breakout?
a. Offerors should complete the pricing sheet with pricing for each line item listed. The pricing sheet will serve as the detailed cost breakdown supporting the overall Firm Fixed Price for the requirement.
20. Given that dedicated internet services are typically provided either by the venue or by a third-party internet service provider rather than an AV contractor, would the Government be open to offerors proposing: A Firm Fixed Price for the audiovisual services, and A separate price line for dedicated internet service
a. Offerors should complete the pricing sheet with pricing for each line item listed. The pricing sheet will serve as the detailed cost breakdown supporting the overall Firm Fixed Price for the requirement. See item no 0004 for Dedicated wireless high-speed internet.
21. Could you please confirm that there is no A/V support required in Spring Lake, Solar, or Horizons 1–2F? The diagram does not indicate any, and the equipment count appears to support this, but we would like to confirm.
a. Spring lake Solar does not need AV. Horizons 1-2F will need AV
22. Please confirm whether on 3/25 Horizons Salon 305 will be separated by an airwall and treated as its own space, and then combined with Horizons 6–9 for the General Session on 3/26.
a. Yes on 3/26 will be separated by an air wall and will be treated as its on space starting at noon. And then back to combines session 3/26
23. Confirm that Horizons 6–9 (and later Horizons 3–9) is the only room requiring a confidence monitor for the speakers.
a. Correct Horizons 3-9 is the main room that will need a confidence monitor
24. There is a request for power to be run to the tables. Is this requirement only applicable to the General Session in Horizons 3–9?
a. Yes only during the general session
25. The equipment list reflects a total of eight (8) microphones. Could you please clarify how these will be distributed across the rooms and whether there are any rooms that will not require microphones?
a. They will be available for questions and for the speaker
26. Please advise if any scenic elements will be required in any of the rooms.
a. No
27. Lastly, we would appreciate confirmation of the room list as follows: Horizons 1–2, Horizons 10–11, Horizons 3–5, Horizons 6–9, Horizons 3–9 (3/26 only), Spring Lake, Solar.
a. 3/24 Horizons 3-11, 3/25 Horizon 3-11 8am- 11 am starting at 12 Horizon 3-5, horizon 6-9 will be separated by a air wall, Horizon 10-11, 3/26 Horizons 3-11
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