FLHSMV-ITB-010-23 -Addendum 1-Final.pdf

FLHSMV-ITB-010-23 Page 1 of 3

FLHSMV-ITB-010-23

Hotel Lodging and Accommodations

Addendum No. 1

October 17, 2022

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION

120.57(3), FLORIDA STATUTES, OR FAILURE TO POST THE BOND OR OTHER

SECURITY REQUIRED BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND

SHALL CONSTITUTE A WAIVER OF PROCEEDINGS UNDER CHAPTER 120,

FLORIDA STATUTES.

Questions and Answers

Note: All written questions are reproduced in the same format as submitted by the Vendor.

Question(s) received on 10/6/2022 from Crew Facilities

1.

Question:

In the bid documents in states that there is to be an original copy of the document and a second redacted copy. The bids are to be emailed. If we are not redacting any information is it acceptable to email 1 copy of the bid instead of 2 filed?

Answer:

Yes, if not applicable. Please refer to the Invitation to Bid, Section 4.1.1.

2.

Question:

My company is a women owned business. Is the CBE report still required if the prime contractor meets the women owned business certification requirements?

Answer: Refer to the Invitation to Bid, Section 2.8, D.

3.

Question:

How is the cost of the transaction fee determined? Is it a certain percentage of the total invoice?

Answer:

Refer to the Invitation to Bid, Section 2.13. Also see section 287.057(24), Florida Statutes, and Rule 60A-1.031 of the Florida Administrative Code.

4.

Question: Is there a limit to email file size for the bid response?

Answer:

Outlook has a default attachment size limit of 20 megabytes (20480 KB) for Internet email accounts.

5. Question:

Is 1/4/23 the check out date or will the guest be checking out the next day?

FLHSMV-ITB-010-23 Page 2 of 3

Answer:

The checkout date is anticipated to be January 4, 2023. However, additional night(s) may be needed. Refer to Attachment B, Scope of Services, Section 2, and subsection 3.1,f).

Question(s) received on 10/5/2022 from Hilton Garden Inn Tallahassee, Thomasville Rd and Hampton Inn & Suites Tallahassee, I-10 Thomasville Rd

6.

Question: Is this a master pay group?

Answer:

The Department intends to issue a Purchase Order as the payment mechanism. Please refer to Attachment B, Scope of Services, Sections 10.1 and 10.2.

7.

Question: Is the group tax exempt?

Answer: Yes, the state of Florida is tax exempt.

8.

Question: Will you provide a rooming list?

Answer: Yes, a roster of guests will be provided as soon as available.

9.

Question: Do you need 150 rooms at each property or combined?

Answer:

The Department anticipates the need for approximately one hundred and fifty (150) hotel rooms combined. Refer to Attachment B, Scope of Services, Section 2.

Question(s) received on 10/5/2022 from Jacaruso Enterprises

10.

Question:

Should the Unit Price include tax and occupancy? Or are you looking for a base price only? For example, if we are bidding $99, that rate with tax and occupancy would be $111.38. Would I put the $99 on the sheet as the Unit Price or the $111.38?

Answer:

Unit pricing should be all inclusive. Please see the answer to question no. 7, above, and refer to Attachment B, Scope of Services, Section 2, paragraph 4.

11.

Question:

On the sheet where it asks for Total Price I am assuming you are looking for the bottom line figure of the total overall cost of all the rooms we can offer times the rate, including taxes and occupancy?

Answer:

The Total Price is the same as the Unit Price. Please see the answer to question no. 10 above.

Question(s) received on 10/6/2022 from Aloft, Hampton Inn & Suites and Hyatt House Tallahassee Downtown

FLHSMV-ITB-010-23 Page 3 of 3

12.

Question: Are you all looking for particular dates?

Answer:

Yes. Refer to Attachment B, Scope of Services, Section 2, and subsection 3.1,f), and see the answer to question no. 5, above.

Question(s) received on 10/6/2022 from Courtyard by Marriott Pensacola West

13.

Question:

This is looking for lodging within 5 miles of Tallahassee only, correct?

Answer:

Hotel rooms should be within five (5) miles of the Florida State Capitol. Please refer to Attachment B, Scope of Services, subsection 3.1,a).

Question(s) received on 10/6/2022 from Cambria Madeira Beach

14.

Question: Where is your requested location for hotel accommodations?

Answer: Please see the answer to question no. 13, above.

Question(s) received on 10/6/2022 from Hilton Fort Lauderdale Marina

15.

Question:

In reviewing the Hotel Lodging and Accommodations, I am having trouble locating what the lodging needs are for the group. Can you kindly point me in the right direction?

Answer: Please refer to Attachment B, Scope of Services.