DISTRIBUTION: DoW COMMUNITY ONLY

COMBINED QUESTIONS & ANSWERS (Q&A;) DOCUMENT

Solicitation Number: Updates M6786126Q0041

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

Release Date: September 02, 2026

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

Classification / Distribution: DISTRIBUTION: DoW COMMUNITY ONLY

This document combines all questions received under the MARFORSOUTH Conference Planner requirement (Solicitations M6786126Q0041) and provides official Government responses. Answers are strictly grounded in the Performance Work Statement (PWS) and the Contract Line Item Number (CLIN) structure of the active solicitation.

Category 1: Acquisition, Eligibility & Pricing (Set-Asides, CLIN Allocation, and Taxes)

1. Set-Aside / Eligibility

Question: The solicitation evaluation language states that the procurement is reserved 100% for Small Businesses, while the solicitation form/header references Women-Owned Small Business (WOSB). Please confirm the applicable set-aside type and the specific eligibility requirement that will govern award.

Response: In accordance with Block 10 of the SF 1449 and FAR Clause 52.219-6 (Notice of Total Small Business Set-Aside) on page 16 of the solicitation, this procurement is reserved 100% for Total Small Businesses under NAICS code 561920 (size standard: $20.0M).

2. CLIN 0004 - Internet Pricing

Question: Please confirm whether the dedicated wireless internet requirement in PWS 5.4 should be included within CLIN 0004 (A/V Package IAW PWS) or separately identified under CLIN 0007. If included in CLIN 0004, may the vendor show the internet component as a supporting sub-line in its price breakdown while keeping one firm-fixed-price CLIN total?

Response: The dedicated wireless internet requirement of PWS 5.4 should be included within CLIN 0004 (A/V Package IAW PWS) as part of the overall technology and support package. Vendors may present a supporting sub-line item breakdown for the internet component in their price proposal, provided it rolls up to a single firm-fixed-price for CLIN 0004.

3. Mandatory Fees / CLIN Allocation

Question: Should mandatory hotel/facility charges such as banquet service charges, technology fees, delivery/setup fees, or other required pass-through charges be included within the applicable service CLIN, or should they be itemized under CLIN 0007 as Miscellaneous/Administrative Fees?

Response: All mandatory hotel, facility, setup, or service fees directly related to a specific service must be fully loaded and included within that respective service CLIN (e.g., banquet service/gratuity fees under CLIN 0005 - Catering; AV setup/delivery under CLIN 0004 - A/V Package; meeting room setup under CLIN 0003). Only general fees not directly attributable to another specific CLIN may be itemized under CLIN 0007 (Miscellaneous and/or Administrative fees), and a detailed breakdown must be provided.

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

4. Meeting-Room Rental Waiver / Discounts

Question: If a hotel waives or discounts meeting-room rental based on the lodging block and/or food-and-beverage commitment, is it acceptable to quote a $0 or discounted amount for CLIN 0002, provided the discount is fully reflected in the face-value pricing and no cost is shifted or duplicated elsewhere?

Response: Yes, it is acceptable to quote a $0.00 or discounted rate for CLIN 0002 (Conference Facility and Space Requirement) if the hotel waives or discounts the rental fee based on lodging or food-and-beverage commitments. The vendor must clearly state in its technical/price proposal that the space is being provided at no cost ($0.00) due to concessions and must ensure that these waived costs are not shifted or duplicated in other CLINs.

5. Lodging Taxes and Government Tax Exemption

Question: Please confirm whether lodging rates should be quoted inclusive or exclusive of applicable state/local lodging taxes and mandatory hotel fees. If tax-exempt treatment is expected, will the Government provide the documentation/payment method required by the hotel to support the exemption?

Response: Since Lodging (CLIN 0001) is centrally/master billed under the contract, the rates must be quoted exclusive of state and local lodging taxes, as the Federal Government is tax-exempt. The Government will provide standard tax exemption certificates and documentation upon request. Any mandatory hotel/facility fees (such as resort fees, if unavoidable and applicable to all rooms) must be included in the firm-fixed-price rate for CLIN 0007 and clearly detailed.

Category 2: Facility, Operations & Security

6. Facility Location and Quality Standards

Question: Is there a preferred or required proximity to MARFORSOUTH headquarters (2000 Opelousas Ave, New Orleans, LA), or a minimum hotel quality/brand standard, beyond the stated requirements for ADA accessibility, climate control, and adequate parking?

Response: In accordance with Section 1.4 of the PWS, the conference facility and lodging must be located within the New Orleans Metropolitan area. While there is no specific mileage radius, the conference is slated for Senior Staff from multiple organizations, and both the facility and lodging must maintain a professional standard appropriate for this demographic.

7. Facility Availability on 4 November

Question: PWS 5.1 requires open availability for setup on 4 November and no conference-room requirement on 7 November. Please confirm the required access window for the primary and breakout rooms on 4 November and whether full meeting-room availability is required from 0700-1800 that day or only sufficient access for setup/testing before the evening social.

Response: On 4 November 2026, the contractor and government team require full access to both the primary and breakout meeting rooms starting at 0700 through 1800 to allow for the setup of the AV package, room staging, and pre-event testing prior to the evening social (which occurs 1830-2100). This setup/access window is considered part of the 3-day performance period for the facility under CLIN 0002.

8. Meeting Room Setup and Reconfiguration Scope

Question: The solicitation title references "Conference Planner," while PWS Section 2.0 states the requirement does not include "conference planning services." Could the Government clarify the specific scope of contractor responsibility for coordination versus logistics execution only?

Response: Confirmed. The contractor is responsible for logistical coordination and execution in accordance with Sections 2.0, 5.1, 5.2, and 5.3 of the PWS (e.g., room setup and daily reconfiguration under CLIN 0003).

MARFORSOUTH will retain responsibility for coordinating the conference schedule and informational requirements, supported by the contractor through the logistical requirements listed in Sections 5.2 and 5.3. No "conference planning services" (such as invitee outreach or content creation) are required.

9. Security / Physical Access Control

Question: For the physical key/card access-control requirement, does the Government require individual access cards/keys for authorized participants, or is controlled key/card access to each assigned Government meeting space by the hotel/contractor sufficient? Please also confirm whether any specific access-list or credentialing procedure is required.

Response: The Government does not require individual access cards/keys for every participant. Controlled access to each assigned meeting space managed by hotel/contractor staff or designated Government leads is sufficient (e.g., providing a set of keys/cards to the Government TPOC/event leads). No specific federal access-list or credentialing procedure is required from the contractor; however, the contractor must ensure that the meeting spaces are locked when not in use and that access can be verified or restricted to designated personnel as directed by the TPOC.

10. Security Clearances and Base Access

Question: Since the conference facility will be a commercial hotel property rather than a government installation, will contractor or event staff require any base access, badging, or additional security clearance to support setup, AV, or catering services?

Response: No. Commercial venue personnel will not require access to federal facilities or entities. All performance will occur at or near the commercial hotel property. There is no requirement for security clearances or access to federal property.

11. Parking Capacity and Costs

Question: PWS 1.4 requires adequate parking. Please confirm how many parking spots are needed each day, whether parking must be complimentary/validated and included in the firm-fixed price, or whether attendees will pay for parking individually.

Response: Parking costs do not need to be complimentary or validated under the contract, and parking costs should not be included in the vendor's firm-fixed price. Attendees will pay for their own parking individually using their Government Travel Charge Card (GTCC) and claim reimbursement via their Defense Travel System (DTS) travel vouchers. The vendor is only required to verify that the facility has adequate parking capacity (as required by PWS 1.4) to accommodate attendees. No daily parking spot count is required from the vendor.

Category 3: Audiovisual (AV) & Technical Support

12. AV Equipment for Breakout Rooms

Question: Does the Breakout room need audiovisual equipment?

Response: No. AV support and equipment (1 projector, 1 screen, 2 wireless microphones, speakers, mixing board, 1 podium) are only required for the "Main Room" in accordance with Section 5.3 of the PWS under CLIN 0004.

13. AV Support for Wednesday Evening Social

Question: Does the Wednesday evening Social need audiovisual equipment?

Response: There is no requirement for AV support or equipment during the evening social under CLIN 0006. The Government requests only power accessibility at the social venue.

14. AV / Technical Support Hours on 4 November

Question: PWS 5.3 requires a dedicated on-site technical support POC available daily from 0700-1800. Please confirm whether this full support window applies on 4 November, or whether the 4 November requirement is limited to setup/pre-event testing with full 0700-1800 technical support required only on conference days 5 and 6 November.

Response: Yes. The dedicated on-site technical support POC must be available from 0700-1800 on 4 November 2026 to support the initial setup, equipment testing, and troubleshooting of the AV package, and to assist with initial facility and room access coordination.

15. Internet Performance Window & Uptime

Question: PWS 5.4 requires dedicated wireless internet across all utilized meeting spaces, while the PRS references 99% uptime during scheduled conference hours of 0700-1700 and other PWS sections use core hours of 0700-1800. Please confirm the required internet service and uptime measurement window.

Response: The required internet service must be active and meet the minimum performance standards (100 Mbps dedicated bandwidth, 120 concurrent connections) across all utilized meeting spaces. For performance and uptime measurement under the Performance Requirements Summary (PRS), the uptime requirement of 99% is measured during the core conference hours of 0700-1800 on 4, 5, and 6 November 2026. The reference to 0700-1700 in the PRS is corrected to align with the core conference hours of 0700-1800.

Category 4: Lodging, Room Blocks & Deadlines

16. Final Room Block and 10% Cancellation Provision

Question: Please confirm that the TPOC may reduce the initial 80-room block to the final confirmed requirement by 21 October 2026 without penalty, and that the separate 10% cancellation allowance applies only to individual reservations within that final confirmed room block during the period up to 72 hours before scheduled check-in.

Response: Confirmed. In accordance with PWS Section 5.5.2, the Government (TPOC) may reduce the initial 80-room block down to the actual confirmed requirement by 21 October 2026 without fee or penalty. Any individual cancellations within that final block must be made up to 72 hours prior to check-in to avoid a 1-night room charge.

17. VIP Early Check-In / Late Check-Out

Question: PWS 5.5.1 requires early check-in at 1000 and late check-out at 1500 for up to 15 designated VIP/Leadership rooms at no additional charge. Please confirm that these times must be guaranteed for the designated rooms rather than provided on a space-available basis.

Response: Confirmed. The early check-in at 1000 and late check-out at 1500 for up to 15 designated VIP/Leadership rooms must be guaranteed by the contractor/hotel at no additional charge. For all other rooms in the block, standard hotel check-in/checkout times apply, with early/late check-out handled on a complimentary, space-available basis.

18. Deadlines for Headcounts and VIP Lists

Question: Beyond the 21 October 2026 final room block confirmation date (PWS 5.5.2), when will the Government provide the final attendee headcount for catering purposes and the final list of up to 15 designated VIP/Leadership rooms (PWS 5.5.1)?

Response: All headcounts regarding room blocks, VIP/Leadership rooms, catering (CLIN 0005), and evening social events (CLIN 0006) will be submitted by the Government on or prior to 21 October 2026 (14 days before the event).

19. Quote Documentation for Venue

Question: Should the quote include supporting documentation (e.g., photographs, floor plans, or a hotel property profile) for the proposed lodging and conference facility, or is a written description of the proposed venue sufficient?

Response: Any media submission regarding the proposed lodging and conference facility is optional and left to the contractor's discretion. The evaluation process will be non-discriminatory; quotes containing only a written description will not be penalized. The contractor is expected to submit a technical solution that is optimal to the requirement and clearly displayed.

Category 5: Catering & Social Event

20. Catering Headcount / Final Guarantee

Question: PWS 5.6 identifies an estimated 120 attendees for breakfast and lunch on 5 and 6 November.

Please confirm the headcount that vendors should use for firm-fixed-price quoting, the date by which a final guaranteed meal count will be provided, and whether a contract modification would be considered if the Government-directed count materially changes.

Response: Vendors must use the headcount of 120 attendees for the FFP quote under CLIN 0005. The final guaranteed headcount for catering will be provided by the Government on or before 21 October 2026. If the Government-directed headcount changes materially from the estimated 120, a formal bilateral contract modification will be executed to adjust the pricing and quantity for CLIN 0005.

21. Dietary / Allergen Requirements

Question: Are there known dietary restrictions, food allergies, religious dietary requirements, or special meal requirements that should be included in the firm-fixed-price catering quote? If not currently known, when will those requirements be provided to the contractor?

Response: There are no specific individual dietary restrictions or allergies known at this time. In accordance with PWS Section 5.6, the contractor must ensure that the FFP buffet-style lunch include at least one vegetarian option. Any specific individual dietary restrictions, food allergies, or religious dietary requirements will be collected from attendees and provided to the contractor along with the final headcount confirmation on or before 21 October 2026.

22. Evening Social Venue and Cash-Bar Costs

Question: Please confirm whether the 4 November evening social must be held at the same hotel/facility as the conference or whether a separate nearby venue is acceptable. For the required cash-bar mechanism at no cost to the Government, please clarify whether bartender staffing, setup, or mandatory service charges must be absorbed within the contractor's firm-fixed price or may be covered by the cash-bar vendor through individual guest purchases.

Response: The 4 November evening social is preferred to be held at the same hotel/facility as the conference to maximize convenience and security for attendees. However, a separate, nearby commercial venue (within walking distance or reasonable proximity in the New Orleans Metropolitan area) may be proposed if it is logistically feasible and appropriate for the senior staff demographic. For the cash bar, all setup, bartender fees, and staffing costs must be provided at no cost to the Government. These costs should either be covered by the hotel/venue through individual guest beverage purchases or, if there are unavoidable minimums or flat setup fees, they must be fully absorbed within the contractor's FFP for CLIN 0006. No additional fees for the cash bar will be paid by the Government.

Category 6: Proposal Submission, Evaluation & Award Timeline (Phenom, LLC Inquiries)

23. Funding Availability Timeline

Question: Given that funds are not presently available, when does the Government anticipate funds will become available for this requirement?

Response: In accordance with FAR Clause 52.232-18 (Availability of Funds), the Government's obligation under this contract is contingent upon the availability of appropriated funds. The Government anticipates that funds will become available upon the commencement of Fiscal Year 2027 (expected within the month of October 2026).

Once funding is secured, the Government intends to issue a formal contract modification to establish the Line of Accounting (LOA) and fully fund the requirement.

24. Anticipated Award Date

Question: What is the Government’s anticipated award date?

Response: The Government anticipates making a single contract award in early October 2026. This timeline allows the awarded contractor sufficient time to initiate venue and lodging coordination prior to the final room block confirmation deadline of October 21, 2026.

25. Openness to Adjusting Conference Dates

Question: Is the Government open to adjusting the November 4-7, 2026 dates if funding or venue/hotel availability creates a scheduling issue?

Response: No. The conference dates of November 4-7, 2026 are firm due to the schedules of the participating Senior Staff and multiple coordinating organizations. Quoters must submit a technical solution capable of performing strictly during these specified dates.

26. Third-Party Invoices and Receipts Requirement

Question: Please confirm that receipts/invoices for actual lodging, catering, AV, facility, and other third-party costs will not be required for reimbursement under the firm-fixed-price CLINS.

Response: Confirmed. Because this is a Firm-Fixed-Price (FFP) contract, payments will be made based on the established FFP for each CLIN upon delivery and acceptance of the corresponding services. The contractor is not required to submit receipts, invoices, or other cost-supporting documentation from hotels, caterers, or subcontractors to receive payment. Invoicing must be processed electronically via Wide Area WorkFlow (WAWF) in accordance with DFARS 252.232-7006.

27. Alternate Past Performance Demonstrations (SPRS Alternatives)

Question: If an offeror’s customers have not used SPRS, how should the vendor demonstrate past performance?

Response: If an offeror possesses relevant past performance with commercial clients or state/local government entities that do not report to the Supplier Performance Risk System (SPRS), the offeror may submit a list of up to three (3) relevant past projects in its quote. This list should include the client organization’s name, contract number (if applicable), contract value, period of performance, a brief scope of work, and contact information (phone and email) for a professional reference. The Government reserves the right to contact these references or utilize other public/private databases to verify past performance.

28. Critical Evaluation Areas in Technical Approach

Question: Are there specific aspects of the technical approach that the Government considers particularly important when evaluating an offeror’s ability to successfully perform this requirement (e.g., venue selection, lodging management, AV support, catering coordination, event management, contingency planning, or quality control)?

Response: The Government will evaluate the technical approach as a whole to assess the offeror's capability to perform the entire requirement. However, key focus areas of the evaluation include: (1) Lodging & Room Block Management (ability to secure 80 rooms and guarantee the 15 VIP early/late check-ins IAW PWS 5.5); (2) Facility Appropriateness (selection of a professional New Orleans Metropolitan hotel suitable for senior staff and meeting ADA standards IAW PWS 1.4); (3) AV & Tech Support Plan (operational readiness of the AV package and availability of the daily tech POC IAW PWS 5.3); and (4) Catering & Coordination (management of catering dietary options and scheduling transitions IAW PWS 5.6 and 5.7). Proposers must provide a detailed narrative demonstrating *how* they will execute these elements, as a mere statement of intent to comply will be deemed technically unacceptable.