Draft QnA Document 20260206.pdf

6 February 2026

Questions and Answers

Q1. 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?

A1. It’s a new contract. There was no dental conference in 2025. There was no contract in 2024.

There have been smaller, similar conferences paid for with a Government Purchase Card (GPC).

The dental conference has expanded to include attendees from the Army and the Navy, and the Government estimate of the cost is now over and above the GPC threshold.

Q2. I would respectfully like to seek clarification and offer a practical recommendation regarding the lodging provision outlined in the solicitation. The current clause indicates that lodging reservations will be made individually by attendees through the Defense Travel System (DTS), rather than secured as a contracted block, while still requiring that lodging support attendance for the full three days of the conference and accommodate departures following the final session. Based on over 40 years of experience supporting Defense and Federal conferences of similar size and complexity, this approach may unintentionally create challenges related to availability, rate consistency, and attendee coordination—particularly for an event of approximately 250 participants. As a proven and effective alternative, we recommend sourcing a single conference hotel capable of accommodating both: The required meeting space for 250 attendees, and Guest room availability at Government per diem rates. To maintain individual traveler compliance and flexibility, the hotel would provide a dedicated reservation link, allowing each attendee to book and pay for their own lodging online, in alignment with per-dem guidelines. This approach ensures guaranteed availability, rate integrity, centralized logistics, and reduced confusion for all parties. To proceed efficiently and align our efforts with the Government’s preferred approach, we respectfully request confirmation or guidance on whether this recommended structure is acceptable prior to moving forward with detailed sourcing and negotiations. We appreciate your consideration and remain fully committed to supporting the Government with a compliant, cost-effective, and well-coordinated solution.

A2. Although related, individual travel arrangements are separate from the conference room and AV support contract.

Attendees must comply with Joint Travel Regulations (JTR). The JTR can be found here:

https://www.travel.dod.mil/ The JTR requires travelers on temporary duty (TDY) to use an integrated lodging program (ILP) site. Attendees make their lodging reservations through the defense travel system (DTS) a dedicated website that provides lodging, travel and transportation reservations, https://dtsproweb.defensetravel.osd.mil/. So, no, a separate and distinct parallel reservation link would not be acceptable.

https://www.travel.dod.mil/ https://dtsproweb.defensetravel.osd.mil/

Q3. We don't have enough meeting space available on March 25 & 26. Are the dates flexible? We have March 30 - April 2, 2026 available.

A3. Unfortunately, we are not flexible with the dates.

Q4. Would it be acceptable for one of the breakout sessions to be held in the main general session room, or for a breakout room to serve dual use, provided with the room configuration and schedule support concurrent sessions as outlined in the Statement of Work?

A4. We would not be able to host breakout sessions in the main general session room as these sessions require equipment or computer set up for attendees and speakers. There would be no time for the general session room to be quickly turned around to support these sessions.

Q5. We wanted to ask if you would accept a proposal for the Audio- Visual support portion only or if the submission must include all items listed on the solicitation.

A5. If there are no technically acceptable offers that include both AV and conference room rentals, the government will consider splitting the requirement into two contracts.

Q6. I have a specific query regarding PWS. I went through the document thoroughly, and it states that the Hotel that we must partner with, must be on the Defense Travel System (DTS). As I checked the website out, for compliant properties on the DTS, for Colorado Springs, there is only one that is able to handle the capacity of the assignment.

A6. Although related, individual travel arrangements are separate from the conference room and AV support contract. Multiple vendors on the DTS preferred list have submitted bids in the recent past for the conference. That said, preferred is not mandated or prescriptive. The Joint Travel Regulations (JTR) also reads, “Other non-Government commercial lodging options, such as commercial hotels with Government rates, may be used in certain circumstances though they may not appear in DoD Travel Systems.

Attendees must comply with Joint Travel Regulations (JTR). The JTR can be found here:

https://www.travel.dod.mil/ Specifically, travelers are required to select lodging that meets the fire safety requirements of the Hotel and Motel Fire Safety Act of 1990, as amended (5 U.S.C. 5707a).

Q7. Would you like bids for 2026, 2027 & 2028?

A7. Proposals that do not include pricing for the base (2026) and the two options (2027 and 2028) will be considered non-responsive and not considered for award.

https://www.travel.dod.mil/

Q8. (a) Could you please advise on how you would like proposals to be submitted?

(b) Additionally, we would appreciate clarification on the expected number of attendees for the four-day event, as this information does not appear to be stated in the solicitation.

A8. (a) See paragraph XI. “Instructions to Offerors” on page 2 of the attachment titled, “Combined Synopsis/ Solicitation.”

(b) See line two under the paragraph titled “Contract Line Item (CLIN) X001 Conference Rooms” in the attachment, “Statement of Work.”

Q9. Can I submit a bid for 2027 and 2028, or do I have to have all 3 years available in order to submit a bid?

A9. Proposals that do not include a technical proposal and pricing proposal for the base (2026) and the two options (2027 and 2028) will be considered non-responsive and not considered for award.

Q10. Does the meeting space for social events need to be the same size as the large ballroom?

A10. Not necessarily, the meeting space for the social event would need to be large enough for all attendees. There is only one private social event.

Q11. Are all spaces supposed to be separated? Or can the large ballroom be used as a breakout room as well?

A11. All breakout rooms need to be separated. Most breakout sessions require equipment or computer support for attendees and speakers. There would be no time for the general session room to be quickly turned around to support these sessions.

Q12. Can lodging be separate from the event space, if the hotel is within close enough distance?

A12. No, attendees won’t be authorized to rent cars or have transportation to get them to the event space.

Q13. Does the conference venue need to be located specifically near Peterson Space Force Base, or is any full-service conference hotel within Colorado Springs acceptable?

A13. A conference hotel in the local Colorado Springs area is acceptable.

Q14. Must the lodging (250+ rooms) be on the same property as the conference venue, or are separate nearby hotels acceptable? If separate properties are allowed, is there a maximum distance requirement?

A14. The lodging must be on the same property. (See Q12 and A12 above)

Q15. The SOW states that on-site meal options for purchase must be available for breakfast, lunch, and dinner, with breakfast starting as early as 0630.

(a) Does this require hotel-operated restaurants/cafés at the same property, or are nearby external restaurants acceptable?

(b) Are there any specific food service expectations or cuisine preferences (beyond standard hotel restaurant/café offerings) that we should account for in our proposal?

A15.

(a) Although related, individual dining arrangements are separate from the conference room and AV support contract. On-site or walking distance dining options are preferred. Attendees aren’t authorized rental cars.

(b) Although related, individual dining arrangements are separate from the conference room and AV support contract. Attendees are on their own for meals. There is no expectations of a group meal or contracted food service for the conference.

[Draft current as of 6 Feb 2026 at 0721 Mountain Time, final question and answer document will be posted on 9 Feb 2026]