5 February 2025_QnA.pdf

5 February 2025

[This document seeks to provide a daily Q&A update at the close of business (COB) until the Q&A closes on 7 February 2025. If questions asked are not answered, the answers are not available and may be answered on 6 or 7 Feb].

Questions and Answers

Q1. Will you consider an extension to the request for proposal?

A1. If no technically acceptable offers are received by Monday, an extension will be considered.

Q2. Are all meals, including breaks, on their own?

A2. Attendees will pay for their own lodging and meals. No group catering or group meals are being requested. Attendees are encouraged, but not required, to pay for their meals with their Government Travel Card (GTC). Lodging facilities should accept the GTC as payment.

Q3. Is it okay to provide coffee and water if they are normally included and part of the conference room pricing.

A4. Yes.

Q5. Will people be bringing their own laptops?

A5. Yes, attendees are bringing their own laptops. They are not bringing laptops in support of the audio-visual portion of the requirement.

Q4. Can you confirm check in and check out for the lodging rooms?

A4. Lodging reservations for the attendees are made through the Defense Travel System (DTS) and are a separate, related requirement. Lodging facilities must be available for booking through DTS.

Q5. Will the Defense Health Agency (DHA) cover the meeting space and audio-visual equipment cost for the three-day event?

A5. Yes, the resulting contract resulting from this solicitation will cover the rental of the conference room(s) and the audio-visual support service costs for the three days of the dental symposium.

Note: government service contracts are paid in arrears. Payment will be made by the Defense Finance and Accounting Services (DFAS) after services have been invoiced and accepted.

Q6. It is our understanding that this has already been awarded to the Doubletree although on sam.gov states quotes are due 2/10/25. Please advise.

A6. No award has been made by the contracting officer for the 2025 Dental Symposium to be held, 18 to 20 March, for conference room(s) rentals and audio-visual support. Proposals are due on Monday morning, 10 Feb 2025. Only after proposals are received and the solicitation has closed will an award be released.