M6786126Q0041_Q_A_00002.pdf

DISTRIBUTION: DoW COMMUNITY ONLY

COMBINED MASTER QUESTIONS & ANSWERS (Q&A;) DOCUMENT

Solicitation Number: M6786126Q0041 (Amendment 02)

Requirement Title: MARFORSOUTH Conference Planner — Conference Facility & AV Support Services

Release Date: September 15, 2026

To (Government POCs): Adam Dillard (adam.dillard@usmc.mil) Jordyn Edwards (jordyn.edwards@usmc.mil)

Classification / Distribution:

Category 1: General & Acquisition Inquiries

1. Incumbent Contractor Information Question: Is there an incumbent contractor that has previously managed this program and if so, are they eligible to bid? What is the company name and contract number?

Response: No. This is a new commercial requirement for MARFORSOUTH under a structured, standalone solicitation.

There is no direct active incumbent contractor or contract number for this specific requirement. All qualified and eligible small businesses are encouraged to submit quotes.

2. MARFORSOUTH Conference Past History Question: Can the government share recent past history of the MARFORSOUTH Conference (dates, locations, venues, attendance, etc.)?

Response: There is no historical commercial venue or third-party contractor history to share for this requirement.

3. Estimated Budget Range Question: Can the government share an estimated budget range for this event?

Response: The Government's Independent Government Cost Estimate (IGCE) is not publicly disclosable. Proposers are expected to submit their most competitive market-based, firm-fixed-price quotes based on their unique technical approach, venue negotiations, and the requirements detailed in the PWS.

Category 2: Facility, Operations & Logistics

4. Conference Activities on November 4 Question: Section 1.2: Please verify that other than set-up, the only conference activity on November 4 is the evening social.

Response: Confirmed. In accordance with PWS Section 1.2 and 5.1, the only formal event scheduled for November 4, 2026, is the evening social (scheduled between 1830 and 2100). The remainder of the day (0700-1800) is dedicated strictly to AV setup, equipment testing, and room staging.

mailto:(adam.dillard@usmc.mil mailto:(jordyn.edwards@usmc.mil

5. Separate Meeting Space for Meals Question: Section 5.1: Does the government require a separate meeting space for meals?

Response: No. A separate meeting room for meals is not required. Breakfast and lunch buffet service (PWS 5.6) may be set up inside or immediately adjacent to the primary meeting space, or in a designated pre-function/foyer area, provided it does not disrupt the U-shape or classroom configurations of the primary meeting room.

6. Dedicated Office or Storage Space Question: Section 5.1: Does the government require an office or storage space near the conference area?

Response: No. There is no requirement for a dedicated contractor or government office/storage space. However, the contractor must ensure that the primary and breakout meeting spaces can be physically locked and secured during off-core hours to protect any government equipment or personal belongings left inside.

7. Hybrid, Virtual, or Streaming Requirements Question: Section 5.3: Will any component of the conference require streaming, webinar services, or any form of a hybrid/virtual meeting?

Response: No. This is strictly an in-person conference. There are no virtual, hybrid, webinar, or live-streaming requirements under this solicitation.

8. Signing Authority for Hotel Contracts Question: Section 5.5: Who will sign the hotel contract – the government or the contractor?

Response: The awarded contractor will sign the hotel contract and serve as the sole contracting party with the venue.

The Government will only maintain a direct contractual relationship with the prime contractor (the awardee of Solicitation M6786126Q0041) and will not sign any agreements directly with the hotel or subcontractors.

9. Primary Conference Room Layout and Capacity Question: Please confirm that the primary conference room must simultaneously accommodate 60 attendees seated in a U-shaped configuration plus 60 additional attendees seated classroom-style behind and/or beside the primary U-shape, for a total capacity of approximately 120 attendees.

Response: Confirmed. In accordance with PWS Section 5.1, the primary conference room must be large enough to comfortably accommodate a dual layout simultaneously: exactly 60 attendees seated in a U-shape configuration at the main table, plus an additional 60 attendees seated at tables in a classroom-style layout behind and/or to the sides of the U-shape. The total room seating capacity must be at least 120 attendees simultaneously.

10. Attendee-Dependent Pricing for other CLINs Question: Other than CLIN 0005 Catering, are there any other attendee-dependent CLINs or services that offerors must price based on an estimated attendance of 120 participants? If so, please identify those CLINs/services and clarify whether 120 represents the required pricing quantity or a maximum estimated attendance.

Response: No. There are no other CLINs billed directly on a per-person unit price basis other than **CLIN 0005 (Catering)**, which is priced based on an estimate of 120 attendees (PWS 5.6). Lodging (**CLIN 0001**) is priced on a flat FFP basis for a fixed block of 80 rooms unless directed otherwise by the TPOC IAW PWS Section 5.5.2 (total quantity of 240 room-nights IAW PWS 5.5). The **CLIN 0006 (Evening Social)** is priced on a flat FFP basis for a lump-sum job to host up to 70 VIP guests (PWS 5.7). All other CLINs (CLIN 0002, 0003, 0004, 0007) are time-dependent (Days) or flat task-dependent (Job/Lot) and are not dynamically adjusted based on attendee counts.

11. Additional F&B; Services on November 4 Question: Other than the evening social described in PWS 5.7, are any breakfast, lunch, beverages, snacks, coffee service, or other food-and-beverage services required on November 4, 2026?

Relationship to Prior Q&As;: Similar to Question 4: The response to Question 4 confirmed that the only scheduled event on November 4 is the evening social from 1830 to 2100.

Response: No. Other than the evening social described in PWS Section 5.7 (which includes non-alcoholic beverages and six different appetizers), there are no food or beverage requirements on November 4, 2026. Daily catering services (breakfast, lunch, and core hour snacks/coffee) are strictly required only on the active conference days of November 5 and 6, 2026 (IAW PWS Section 5.6).

12. Evening Social Location Question: May the November 4 evening social be conducted in the primary conference room following reconfiguration after the 0700–1800 setup/testing period, provided the room satisfies all requirements of PWS 5.7, or must a separate event space be provided?

Response: Yes, the November 4 evening social may be conducted in the primary conference room after its reconfiguration. Proposing a separate dedicated space (such as a foyer, patio, courtyard, or separate banquet hall) is preferred to maintain a distinct atmosphere for the social event; however, reconfiguring the primary meeting room is acceptable provided it is fully completed outside of core hours and meets all PWS Section 5.7 standards (including hosting 70 VIP guests, providing a variety of non-alcoholic beverages, six appetizer options, and an established cash-bar).

Category 3: Taxes, Lodging & Sleeping Room Blocks

13. Tax-Exempt Status and Billed Party Responsibility Question: Question 5 of first Q&A; document released on 02 Sept: The answer to this question notes that the government should not be charged taxes due to its tax-exempt status. Does this mean the government and/or government employee attendees will be paying the hotel lodging charges? As a third-party contractor, our company is not tax exempt.

Response: No. The prime contractor is responsible for paying the hotel directly for all room blocks (CLIN 0001) on behalf of the Government and invoicing the Government via WAWF. Because the contract is centrally billed and funded directly by the Federal Government, the transaction is considered a direct purchase by the United States and is constitutionally tax-exempt from state and local lodging/occupancy taxes under FAR 52.229-3. The Government will provide the awarded prime contractor with federal tax-exemption certificates to present to the hotel to ensure state and local lodging taxes are waived if requested by the Hotel.

14. Historical Room Block Pick-Up Data Question: Section 5.5: Does the government have past history of the hotel room block pick-up for prior MARFORSOUTH conferences?

Response: Historical commercial room block pick-up data is not available as this is a new commercial contract.

Proposers must plan to support the full room block of 80 rooms from November 4 to November 7, 2026, subject to the de-obligation and 10% cancellation provisions detailed in PWS Section 5.5.2.

15. Responsibility for Lodging Payment Question: Section 5.5: Will the contractor pay for conference attendee lodging (room and tax), or will the attendees pay for their own lodging?

Response: The contractor will pay the hotel directly for all lodging room costs under **CLIN 0001** (excluding personal/incidental charges, which are the sole responsibility of individual guests in accordance with PWS 5.5.3). The contractor will then invoice the Government for lodging under CLIN 0001. Individual attendees will not pay the hotel for their rooms.

16. Rooming List Submission Method Question: Section 5.5: Will the contractor submit a rooming list to the hotel, or will attendees be required to make their own hotel reservations?

Response: In accordance with PWS Section 6.2, the contractor is responsible for submitting the final room list and count (provided by the Government TPOC on or before October 21, 2026) directly to the hotel. Attendees will not make their own individual lodging reservations.

17. Sleeping Room Configuration Mix Question: Section 5.5: Does the government require guest sleeping rooms to be singles, doubles, or a mix?

Response: The Government does not have a specific requirement for singles, doubles or a mix. All rooms will be occupied by only one individual.

Category 4: Catering & CLIN Pricing Structure

18. GSA Per Diem Limits for Catering Question: Section 5.6: Is GSA food per diem pricing required of the venue catering department?

Response: While GSA per diem rates are a useful benchmark for market reasonableness, they are not a mandatory regulatory limit for the contractor's firm-fixed catering proposal under **CLIN 0005**. Proposers are expected to negotiate with properties to offer competitive, fully burdened pricing that satisfies the catering menus detailed in PWS Section 5.6.

19. On-Site vs. Pre-Event Response Standards Question: Section 7.0: Please verify that the Performance Standard noted for Facility and AV Support referencing an acknowledgement of support requests within 15 minutes relates to on-site at the meeting vs. during the planning stages.

Response: Confirmed. The 15-minute response and acknowledgement window detailed in the Performance Requirements Summary (PWS Section 7.0) applies strictly to **on-site** AV and facility requests during the execution days of the conference (November 4, 5, and 6, 2026), and does not apply to standard communications during the pre-event planning phase.

20. Allocation of Consolidated Meeting Packages to CLINs Question: Question 4 of first Q&A; document released on 02 Sept: Similar to Question 4 of the prior Q&A;

document, if our proposed venue is offering a consolidated meeting package that includes meeting room rental, meeting room set-up, food and beverage, certain AV rentals, and WiFi, at a discounted rate, should we do our best to break the total into each CLIN, or group it all together on CLIN 0002?

Response: Proposers must break down and allocate the costs into their respective CLINs (CLIN 0002 for space/facility, CLIN 0003 for setup/reconfiguration, CLIN 0004 for AV/WiFi, and CLIN 0005 for catering) as closely as possible, even when negotiating a consolidated hotel package. This ensures the Government can evaluate pricing on a structured, line-by-line basis. If necessary, the price proposal narrative should explain the allocation methodology and any package-level discounts applied across the CLINs.

Category 5: Program Administration & Collateral (Out of Scope)

21. Pre-Conference Registration and Websites Question: Overall: Does the government need the contractor to provide/manage pre-conference registration for the MARFORSOUTH Conference? A conference website?

Response: No. The contractor is not responsible for attendee registration, database management, or creating/maintaining a conference website. These administrative coordination tasks will be handled internally by the Government.

22. Conference Mobile Applications Question: Overall: Does the government need the contractor to provide a conference mobile app?

Response: No. There is no requirement for a mobile application or virtual platform under this contract.

23. Attendee Badges, Lanyards, and Collateral Question: Overall: Does the government need the contractor to provide name badges? Lanyards? Table tents?

Response: No. The contractor is not required to provide participant collateral such as name badges, lanyards, or table tents. The Government will produce and distribute all attendee materials.

24. Attendee Registration Fees Question: Overall: Is there a registration fee for attendees?

Response: No. This is an official Government-sponsored planning conference. There are no registration, attendance, or ticketing fees.

25. Exhibitors and Sponsors Question: Overall: Is there any exhibitor/sponsor displays at the conference? If so, how many and what is the timing and duration?

Response: No. This event does not involve commercial exhibitors, sponsors, booths, or public displays.

26. Guest Speaker Honorariums Question: Overall: Is the contractor responsible for any honorarium payments? If so, how many speakers receive honorarium and in what amounts?

Response: No. There are no guest speakers receiving honorariums under this contract. This requirement is strictly for coordination and logistical execution as described in the PWS.

Category 6: Regulatory Compliance, Invoicing, and Site Access

27. Cyber Compliance & CMMC Requirements (DFARS 252.204-7012) Question: Does DFARS 252.204-7012 (Safeguarding Covered Defense Information) mean the contractor will receive or handle Controlled Unclassified Information (CUI) under this effort, or is it included only as a standard flow-down clause with no CUI exchange anticipated? If CUI will be shared, is a NIST SP 800-171 System Security Plan or CMMC certification required at award?

Response: DFARS Clause 252.204-7012 is incorporated as a mandatory standard DoD regulatory clause. The Government does not anticipate the exchange, transfer, receipt, or handling of any Controlled Unclassified Information (CUI) or Covered Defense Information (CDI) under this commercial lodging, space, and catering services contract.

Accordingly, there is no requirement to demonstrate a NIST SP 800-171 System Security Plan (SSP) or any Cybersecurity Maturity Model Certification (CMMC) level at the time of award.

28. Performance and Payment Bonding Requirements Question: Is a performance or payment bond required for this Firm-Fixed-Price commercial services acquisition, or is bonding waived under FAR Part 12?

Response: No. Performance and payment bonds are not required for this procurement. Bonding requirements are waived in accordance with FAR Part 12 and FAR Part 28 provisions for simplified acquisitions of commercial services.

29. SCLS Wage Determination Application Question: Given 52.222-41 (Service Contract Labor Standards) is incorporated, is there an applicable Department of Labor Wage Determination for this location and labor category, and if so, can the Government provide the WD number?

Response: Yes, the Service Contract Labor Standards (SCLS) are applicable to this procurement. The governing Department of Labor Wage Determination for Orleans Parish, Louisiana (and the broader New Orleans Metropolitan area) is **WD 2015-5189** (or its most recent active revision on the date of award). The contractor must ensure compliant wage and fringe benefit payments for SCLS-covered positions supporting contract execution.

30. Pre-Quote Venue Site Visits Question: Is a site visit or hotel/venue walkthrough available prior to quote submission, or will venue selection be based solely on written proposal at this stage?

Response: No. Pre-quote site visits or walkthroughs will not be scheduled or hosted by the Government, as the hotel facility is proposed directly by each offeror within their written quote. Evaluation and selection will be conducted based solely on the submitted written proposals. The Government reserves the right to conduct a post-award physical walkthrough of the selected hotel property prior to November 4, 2026, to verify compliance with PWS standards.

31. Early Site Access for Equipment Staging Question: Is contractor access to the meeting space and loading areas available on 3 November for equipment staging and delivery ahead of the 0700 setup window on 4 November?

Response: The official contract Period of Performance begins on November 4, 2026. Consequently, the Government cannot guarantee or contractually mandate that the hotel property provides access to loading docks, holding areas, or meeting rooms on November 3, 2026. Proposers are encouraged to negotiate early delivery, drop-off, or staging access directly with their proposed properties as a commercial concession at no additional cost to the Government.

32. Invoicing Frequency and WAWF Milestones Question: For the master-billed lodging account, does the Government require milestone or interim invoicing (e.g., post-event), or is one lump-sum invoice upon completion of stay acceptable under WAWF?

Response: Upon successful completion of the entire event performance period (on or after November 7, 2026), the contractor shall submit a single, comprehensive, lump-sum invoice through Wide Area WorkFlow (WAWF) covering all delivered and accepted CLINs. No interim, partial, or milestone payments are authorized due to the short duration of the contract.

33. Tax Exemption on Catering Services Question: Is catering (CLIN 0005) subject to the same state/local tax exemption as lodging, or should catering be quoted inclusive of applicable food and beverage tax?

Response: Yes, catering services under **CLIN 0005** are centrally billed to the Government and funded directly by federal appropriations, making the transaction constitutionally exempt from state and local sales, food, and beverage taxes. Proposers must quote catering services **exclusive of state and local taxes**. The Government will provide the awarded prime contractor with standard tax exemption certificates to present to the property's catering and banquet departments if requested by the hotel or organization.

34. Alcohol Permits and Licensing Responsibility Question: For the cash-bar mechanism at the evening social, is the contractor or hotel responsible for obtaining any required Louisiana ABC (Alcohol Beverage Control) permits, or is this handled entirely under the venue's existing liquor license?

Response: All beverage operations for the cash-bar at the evening social (PWS 5.7) must be handled entirely under the hotel/venue's existing, standing Louisiana Alcohol and Tobacco Control (ATC) permits and liquor licenses. The Government is not responsible for obtaining independent local or state ABC permits.

35. Liquor Liability Insurance Requirements Question: Is contractor or venue liquor liability insurance required to be demonstrated as part of the technical quote, or is this handled under the hotel's standing insurance?

Response: Proposers are not required to submit or demonstrate independent liquor liability insurance coverage as part of their technical quotes. It is expected that the proposed hotel/venue maintains appropriate commercial general liability and liquor liability insurance as part of its standard business operations.

36. Program Management and Coordination Fees (CLIN 0007) Question: Please confirm whether CLIN 0007 (Miscellaneous/Administrative) may include the contractor's event coordination and management fee for logistics oversight across all CLINs, or is it strictly limited to pass-through hotel/venue fees not attributable to another CLIN?

Response: CLIN 0007 is primarily intended to capture miscellaneous and administrative fees that cannot be logically allocated to specific service CLINs (such as unique pass-through fees). However, the prime contractor's program management, logistical oversight, and administrative coordination fees may either be itemized under **CLIN 0007** (with a detailed breakdown provided in the pricing proposal) or fully burdened and distributed across the respective service CLINs (CLINs 0001 through 0006). Both pricing methodologies are acceptable.

Category 7: Technical & Wireless Internet Services

37. Dedicated vs. Shared Hotel Wireless Network Question: For the required minimum 100 Mbps dedicated bandwidth, does the Government require an internet circuit exclusively dedicated to the conference, or is a hotel-managed network acceptable if the contractor can guarantee at least 100 Mbps of bandwidth and support 120 simultaneous non-throttled connections?

Response: A hotel-managed network is fully acceptable, provided that the hotel/contractor can partition or configure a dedicated, private VLAN or sub-network that guarantees at least 100 Mbps of symmetrical or non-throttled bandwidth reserved solely for the conference's 120 concurrent connections (IAW PWS Section 5.4). It must be secured under a single, unified password and completely isolated from the standard hotel guest network to prevent speed drops or security vulnerabilities.

38. Symmetrical vs. Asymmetrical Internet Bandwidth Question: Does the minimum 100 Mbps dedicated-bandwidth requirement apply to download speed only, or must the conference connection provide at least 100 Mbps for both upload and download speeds?

Response: The dedicated internet connection should ideally provide 100 Mbps symmetrical speeds (both upload and download). However, a minimum of 100 Mbps download and at least 50 Mbps upload is acceptable, provided there is zero throttling and the network comfortably supports 120 concurrent devices without latency or buffering.

39. Dedicated AV Tech vs. Qualified Hotel Representative Question: Must the dedicated onsite technical POC be a dedicated audiovisual technician, or may a qualified hotel conference-services/AV representative satisfy this requirement if that individual is capable of resolving AV/technical issues and facility/room-access issues throughout the required service period?

Relationship to Prior Q&As;: Similar to Question 19 (original 15): The response to Question 19 confirmed that the on-site technical POC must be available daily from 0700-1800.

Response: A qualified hotel conference-services/AV representative may satisfy this requirement, provided they are dedicated *exclusively* to supporting the MARFORSOUTH conference during core hours (0700-1800) on November 4, 5, and 6, 2026. This individual must be physically present on-site near the conference rooms and possess full technical authority and capability to immediately resolve AV/network issues, adjust climate controls, and facilitate physical room-access keys IAW PWS Section 5.3.

Category 8: Past Performance & Relevant Experience

40. Number of Past Experience Examples Question: The Government has stated that an offeror may submit up to three relevant projects when applicable past performance is not available through SPRS. Please confirm whether three relevant projects is also the maximum number of Relevant Past Experience examples that may be submitted by all offerors.

Relationship to Prior Q&As;: Similar to Question 27 (original 25 - now 29): Question 29 confirmed that commercial past performance can be demonstrated by submitting up to three (3) projects if SPRS records are unavailable.

Response: Yes. To ensure a fair and consistent evaluation, three (3) relevant projects is the **maximum** number of past experience examples that any offeror (regardless of SPRS status) may submit in their Technical Capability Statement.

41. Recency Period for Past Projects Question: Is there a required number of years of experience or a specified recency period for Relevant Past Experience?

Response: Yes. To be considered relevant, proposed past experience projects must have been completed within the last **three (3) years** prior to the solicitation release date (September 2023 to present).

42. Minimum Size and Scope for Relevance Question: Is there a minimum attendee count, event size, or level of complexity that a prior project must meet to qualify as Relevant Past Experience?

Response: While there is no strict numeric minimum, projects of comparable size and complexity will be evaluated more favorably. To be deemed relevant, a prior project must demonstrate a multi-day conference of at least **80 to 100+ attendees** involving simultaneous lodging block management, commercial facility reservation, multi-media AV coordination, and full-service catering.

43. Minimum Contract Dollar Value for Relevance Question: Is there a minimum contract or event dollar value that a prior project must meet to qualify as Relevant Past Experience?

Response: No. There is no minimum dollar threshold required for past experience to be considered. Relevance is evaluated based on the scope, complexity, and physical requirements of the event, rather than contract value.

44. Acceptable Event Types Question: Must Relevant Past Experience involve the same type of MARFORSOUTH conference, or will comparable conferences, meetings, retreats, military events, corporate events, or other multi-day events involving similar lodging, facility, audiovisual, catering, and logistical coordination services be considered relevant?

Response: Comparable events are fully acceptable. Experience does not need to be a MARFORSOUTH conference or a military-specific event. Comparable multi-day corporate conferences, commercial retreats, governmental association meetings, or private events involving similar multi-CLIN coordination (lodging blocks, meeting space configurations, structured AV setups, and large-scale catering) are considered relevant.

45. Subcontractor, Key Teaming Partner, or Hotel Past Performance Question: May an offeror rely upon the relevant experience or past performance of a proposed hotel, major subcontractor, or key team member to demonstrate Relevant Past Experience? If so, please identify the documentation required to demonstrate that entity’s proposed role and the relevance of its experience.

Response: Yes. An offeror may rely upon the relevant experience or past performance of key teaming partners, proposed hotels, or major subcontractors. If doing so, the technical proposal must clearly identify the specific role that the partner/subcontractor will perform on this contract and provide a signed Letter of Commitment or teaming agreement demonstrating that the entity is committed to supporting the performance of the MARFORSOUTH conference.

Category 9: Quotation Requirements & Technical Capability Statement

46. Obligation to Identify Selected Venue Question: Must the offeror identify the specific proposed hotel/conference facility by name and address in the quotation?

Response: Yes. Offerors must explicitly identify the name, physical address, and profile of the proposed commercial hotel/conference facility in their Technical Capability Statement. The proposed hotel's geographic location (which must be within the New Orleans Metropolitan area) is a mandatory technical evaluation factor (IAW PWS Section 1.4).

47. Verification of Venue Availability (Holds) Question: Must the quotation include a hotel letter of commitment, written availability confirmation, reservation hold, or other evidence demonstrating that the proposed property is available for November 4–7, 2026?

Response: Yes. Offerors are requested to submit written verification from the proposed hotel property (such as an active group sales reservation hold, a letter of availability, or a signed hotel commitment statement) confirming that the required 80-room sleeping block (CLIN 0001) and meeting spaces (CLINs 0002–0003) are held and available for performance during the November 4–7, 2026 period. Quotes submitted without written proof of venue availability will not necessarily be deemed technically unacceptable.

48. Page and Font Formatting Limits Question: Is there a page limit, required format, minimum font size, or prescribed organization for the Technical Capability Statement?

Response: While there is no strict page limit, technical proposals should be concise, professional, and well-organized.

The Technical Capability Statement must be formatted in a standard letter size, utilizing a legible font of at least **11 or 12-point size** (e.g., Arial, Times New Roman, or Calibri), and submitted as an Adobe PDF. Organization should align with the evaluation factors (Price, Technical Capability, and Past Experience) to facilitate review.

49. Standalone Quality Control and Contingency Plans Question: Does the Government require submission of a separate formal Quality Control Plan and/or Contingency Plan with the quotation, or will an adequate description of quality-control and contingency procedures within the Technical Capability Statement satisfy the requirement?

Response: A separate standalone Quality Control Plan (QCP) or Contingency Plan is **not** required to be submitted with the quotation. However, the offeror's **Technical Capability Statement** must contain a detailed description of their quality-control, staffing continuity, and emergency/contingency procedures (e.g., handling power or AV failures, sudden schedule changes, or medical issues) to satisfy the technical evaluation standards.

Category 10: Contract Administration & Pricing Rules

50. Project Management Costs under CLIN 0007 Question: The Government has clarified that CLIN 0007 may include general fees not directly attributable to another service CLIN. Please confirm whether reasonable contractor-level project-management, administrative, coordination, or similar costs that are not directly attributable to CLINs 0001–0006 may be priced under CLIN 0007.

Relationship to Prior Q&As;: Identical to Question 36 (original 32): Question 36 confirmed that program management and logistical oversight may be priced under CLIN 0007.

Response: Confirmed. Reasonable prime contractor-level project management, administrative oversight, event coordination, or similar non-pass-through labor costs that support the entire contract (rather than a specific CLIN) may be priced under **CLIN 0007 (Miscellaneous and/or Administrative fees)**. Offerors must provide a detailed itemized breakdown of any administrative fees included under CLIN 0007 in their price proposal.

51. De-Obligation of Unused Lodging Funds Question: If the Government reduces the initial lodging quantity when it provides the final room-block requirement on or before October 21, 2026, will the contract be modified to reduce the quantity and de-obligate the corresponding unused amount under CLIN 0001?

Relationship to Prior Q&As;: Identical to Question 16 & 18 (original 10 & 18): Questions 16 and 18 confirmed that lodging blocks can be reduced on October 21, 2026, without penalty to the Government.

Response: Confirmed. In accordance with PWS Section 5.5.2, once the Government TPOC provides the final room list and confirmed room block requirements (on or prior to October 21, 2026), a formal bilateral contract modification will be executed to reduce the quantity under CLIN 0001 to match the actual confirmed count and de-obligate any corresponding unused lodging funds without penalty to the Government.

52. Pre-Award Site Inspections Question: Does the Government anticipate conducting a pre-award inspection, site visit, or other verification of the proposed hotel and conference facility prior to award?

Relationship to Prior Q&As;: Similar to Question 30 (original 26): Question 30 established that pre-quote walkthroughs will not be conducted.

Response: No. The Government will not conduct physical pre-award site inspections or walkthroughs of proposed facilities during the evaluation phase. Proposer hotels will be evaluated strictly on the written technical solution, venue profile, geographic compliance, and availability confirmations submitted within the proposal. However, the Government reserves the right to execute post-award surveys with the prospective awardee upon Government request.

53. Protection Against Pre-Funding Financial Commitments Question: In light of FAR 52.232-18 and the Government’s anticipated early-October award, please confirm that the awarded contractor will not be required to incur costs or enter into non-cancellable or binding hotel, facility, catering, or subcontractor commitments until the Government provides written authorization confirming that funds are available.

Relationship to Prior Q&As;: Similar to Question 23 (now 27): Question 27 detailed the application of FAR 52.232-18 and the Government's intent to fund the contract via modification once appropriations are received.

Response: Confirmed. Under FAR Clause **52.232-18 (Availability of Funds)**, the contractor is not authorized to incur any pre-funding costs, and the Government is not liable for any financial commitments or non-cancellable hotel or subcontractor cancellation/attrition penalties, until the Contracting Officer has provided written notification and a signed contract modification confirming that appropriated funds have become available and are formally obligated to the contract. Funds are expected to be available no later than mid october to provide appropriate time for funding actions to take place.

54. Section 52.212-2 Evalautions Question: Evalaution – Commercial Products and Commericial Services (RFQ pp. 24-26), idnetifies Price, Technical Capability to Meet the Government’s Requirement, and Past Performance as the factors that will form the basisi of the award. Would the government Clarify the relative order of importancfe among these three factors for purposes of the best value tradeoff determination.

Response: For the purposes of the best-value tradeoff determination, Technical Capability is the most important evaluation factor, followed in importance by Past Performance, with Price being the least important factor. Non-price factors (Technical Capability and Past Performance), when combined, are significantly more important than Price.

Accordingly, the Government reserves the right to award the contract to other than the lowest-priced offeror if a higher-priced quote provides a superior technical solution or past performance record that justifies the additional cost.

55. Section 52.212-2 Evalautions Question: PWS Sections 5.1 (Conference Facility and Space Requirement) and 5.5 (Lodging) specify a single conference facility and an 80-room lodging block for the period 4–7 November 2026. Industry sourcing indicates that hotel and lodging availability in the New Orleans metropolitan area is materially constrained for these dates due to a citywide event.

a. Would the Government accept an otherwise compliant technical solution that maintains the conference facility (PWS 5.1) at a single, dedicated property while distributing the 80-room lodging block (PWS 5.5) across more than one nearby property, under centralized contractor management of all room blocks?

b. If such an approach is acceptable, may all 15 designated VIP/Leadership rooms (PWS 5.5.1) be accommodated at the primary conference property?

c. Is there a maximum acceptable distance between the primary conference property and any secondary lodging property?

Response: The Government will not accept a distributed lodging solution; all 80 required sleeping rooms (PWS 5.5) and the conference facility (PWS 5.1) must be co-located at the same primary commercial hotel property to ensure command security, operational efficiency, and logistical coordination. Consequently, separating the room block across multiple properties is unacceptable, and all lodging, including the 15 VIP/Leadership rooms, must be secured at a single property.

Proposers must submit a unified technical solution that guarantees full lodging and meeting facility availability at a single physical venue for the entire duration of the event.

56. Question: If the Government reduces the headcount for the guest rooms by October 21, is the expectation that F&B will also be lowered for those guest.

Response: A reduction in the guest room block (CLIN 0001) does not automatically dictate a corresponding reduction in the catering (CLIN 0005) headcount, as catering numbers include local commuting personnel who do not require lodging. The estimated count of 120 stands as a FFP CLIN.

57. Question: Does the Government require a dedicated in-room meeting coordinator for the entire event?

Response: The Government does not require a dedicated, in-room meeting coordinator; however, the contractor must provide a dedicated on-site technical support POC available daily from 0700 to 1800. In accordance with PWS Section 5.3, this POC serves as the single point of coordination for resolving both AV/technical and general facility or room-access issues. This technical POC is not required to remain inside the meeting rooms for the duration of the event but must be physically present on-site at the venue and immediately available to resolve any disruptions.