H9227926RE001 Questions and Answers.docx

1. We have to provide "2 buses (45 seats) on 18th June from Pyeongtaek to the HOTEL & on 20th June from the HOTEL to Pyeongtaek? Please provide a time plan on the 18th and 20th for each bus schedule to include the pick-up and Drop-Off zone.

a. The schedule for the bus would need to meet the check-in time allowed by the hotel. The idea is for guests to arrive right on time for them to check in without wait time. So, if check-in is for example at 1500, and the hotel we settle on is about 4 hours away. Pick-up would need to happen at 1030.

b. In line with the SOW, the departure time from the hotel should be 1500-1530. The Pick-up and Drop-off location will be on Camp Humphreys with specific address provided upon award.

2. How many rooms are needed for 76 guests?

a. A block of at least 22 to 25 rooms would be necessary though it depends on whether the hotel requires the use of one or two rooms to accommodate a family of 6.

3. SOW Section 4.4 states that hotels requiring attendees to navigate external routes or roads to reach the beach will not be considered. This vendor has confirmed beach access at approximately 9 minutes away (549 meters), but it involves crossing two crosswalks. Given that we have 30 families including infants and young children, does road-crossing access constitute a disqualifying factor under the SOW, or is there flexibility in this case?

a. Crossing two streets with 30 families and infants is a "no-go" for safety and logistics. I would only consider flexibility here if the hotel offered a comparable, high-quality outdoor space that provided a similar picturesque environment on-site.

4. SOW Section 8.1 requires the hotel to feature children's activities, amenities, and/or spaces as determined by the U.S. Government Representative. The vendor marked this as N/A, indicating they do not have structured on-site children's programming or dedicated kids' spaces. As the Government Representative, would you consider this a no-go, or are you open to evaluating the vendor on the strength of their other offerings?

a. Since this is a retreat instead of a standard conference, dedicated children’s areas are vital. If the "N/A" status means they lack any family-centered features (like kids' pools or play areas) rather than just lacking a "kids club" program, this is a disqualifying factor.

5. SOW Section 9.1 requires two dedicated childcare rooms that are connected or adjacent and easily accessible from the meeting room. The vendor has confirmed they can provide more than two childcare rooms. However, the proposed layout is on separate floors. How would you like us to proceed — is one room on a separate floor acceptable, or does this represent a material non-compliance with the SOW?

a. A single room on a different floor is unacceptable and represents a material non-compliance. Vendors with only one childcare room may still be considered if the hotel has other significant, dedicated children’s areas to offset the gap.

6. Will a stage or podium be required in the meeting room?

a. No

7. Will any VIPs or attendees with special protocols be present?

a. No

8. Regarding the two buses, does each bus require a cultural facilitator to accompany the attendees, or would one facilitator accompanying the group be sufficient?

a. We require one facilitator per bus.

9. Accurate headcount information is very important for room allocation and meal pricing calculation in order to prepare an accurate quotation. Please clarify the number of families with 2 adults and children age 12 and under and the number of families with 2 adults and either children 13 and over or 3 or more children. Also, please confirm, Number of children under 36 months, number of children from 37 months to 5 years old, and the number of children from 6 to 12 years old.

a. This is varied and depends on registration, we suggest reserving the maximum rooms possible to accommodate families. However, based on preliminary registration, please use the following figures for your quotation with consideration that these are subject to minor modifications before the trip:

i. Total Participants: 87 (including 10 infants under 2)

1. Adults: 47

2. Teens (13–18): 2 (To be quoted at the Adult Rate)

3. Children (6–12): 21

4. Children (3–5): 7

5. Infants (0–2): 10

ii. 22 Family Configurations:

10. Would snacks for children be required for all three childcare sessions listed in the SOW?

a. Yes snacks for each session.

11. Regarding childcare, would it be sufficient for us to provide only the childcare rooms? or would childcare staff/babysitters also be required?

a. While providing dedicated rooms is the minimum requirement, a vendor that can also provide childcare staff/babysitters will be given preference.

12. We would like to inform you that the property we are considering offers both infinity pool and waterpark. Please confirm how many times the group intends to use the pool facilities and whether access to the infinity pool only would be acceptable.

a. Both the infinity pool and waterpark access would have to be included in the base package

13. Could you please confirm the proposal submission deadline?

a. 15 May 2026 at 10:30 p.m.

14. Late Check-Out: Potential Additional Cost - Is late check-out budgeted for and should it be included in the proposal? Or should guests vacate rooms at 11:00 AM and use common areas until the 15:00–1530 departure?

a. Late checkout is preferred, if not possible a secure allocated room for bags and luggage while guests use common areas would be necessary. Failure to provide either of these options would be considered a breach of contract and the contractor will be responsible to provide consideration.

15. The vendor does not have a dedicated kids' pool or structured children's program. However, they are offering complimentary all-group access to their rooftop infinity pool and jacuzzi (heated to 40°C year-round, with complimentary children bathrobes toys, arm rings, and life jackets included). Does this satisfy the children's amenities requirement under SOW Section 8.1?

a. Unfortunately, no. dedicated children-catered play areas are a must

16. The vendor has confirmed that childcare rooms will be located on the 15th floor or higher, while the adult meeting room is on B1. The vendor has indicated there are no alternative rooms closer to B1. Per your earlier guidance, rooms on a different floor represent material non-compliance with SOW Section 9.1.

a. This is correct, the differing floors are non-compliant with the SOW.

17. Does the rooftop pool offer offset the non-compliance, or does the disqualification stand?

a. Unfortunately, no. dedicated children-catered play areas are a must

18. The vendor recommends splitting families of 6 and 7 into two adjacent rooms for comfort and cost efficiency. Please confirm whether this arrangement is acceptable under SOW Section 4.1.

a. Yes this is acceptable and in compliance with the SOW.

19. Medical Personnel (SOW 4.6): The vendor has AED on-site but no dedicated medical staff. Is this acceptable?

a. Yes, this is in compliance.

20. On-Site Security (SOW 5.6): The vendor has no dedicated security personnel. Is this disqualifying?

a. If there is no security personnel present, there must be security measures on site to compensate for the lack of said personnel. If there is no personnel nor security measures, then this is a disqualifying factor.

21. June 18 Dinner (SOW 7.1): The vendor proposes children dine at the Bistro (directly adjacent and connected to the meeting room) while adults dine banquet-style in the meeting room. Is this acceptable?

a. No, the children must be able to dine with their parents for accountability, security, and the retreat’s family bonding purpose.