Questions and Answers.pdf

UNITAS 2025 IPC QUESTIONS

1 **Conference Times: ** What are the scheduled conference times? I would like to arrange audio-visual checks one hour prior to the start of each session.

0800-1700

2. **Transportation Options: ** Are the 14-passenger vans an acceptable alternative to 15-passenger vans? The company I propose to work with offers 14-passenger vans and 37-passenger buses as the next level up. They have great customer service and are flexible in supporting event logistics.

Yes, 14 passenger vans are acceptable as long as continues runs are maintained.

3. **Light Refreshments:** What type of light refreshments do you prefer during the conference? I would like to clarify with the hotel about options for trays of cookies, granola bars, or other snacks. Should we prioritize healthier choices, or will cookies be appropriate?

Cookies, granola bars, and other snacks is fine, please include fruit trays like apples and bananas if possible. Coffee and water should also be provided. Coffee bar should be equipped with coffee creamer, sugar, cups, stirring sticks,…..etc.

4. **Dietary Restrictions:** Are there any known dietary restrictions we need to consider for the menu?

There are no known dietary restrictions at this time. Please see the PWS for meal requirements.

5. **Event Signage:** Will you provide a UNITAS logo for use in the hotel signage?

Yes we will provide UNITAS logo to the HSP/ Hotel for them to print and display as needed.

6. **Laptop Security:** Will the 15 laptops remain secured in the conference rooms overnight, or will participants be taking them to their rooms? If participants take the laptops, there may be potential IT issues due to modifications.

Laptops will be checked out and returned daily. Designated U.S. Navy representative will maintain security overnight.

7. **Contractual Considerations for Additional Guests:** While I understand that the contract is classified as Firm Fixed Price (FFP), in the event that additional guests wish to participate and this leads to increased lodging and meal expenses, will this necessitate a modification of the contract? Alternatively, can a contingency fee for extra guests be established? How will we be reimbursed for any increases in costs?

UNITAS 2025 IPC QUESTIONS

Contract mod will be submitted if additional guest are to arrive.

8. **Tax Exemption Documentation:** Can a government representative provide a Florida tax-exempt letter to eliminate sales tax from one of the estimates?

Tax Exemption form can be forwarded if needed.

9. **Background Check Requirements for Transportation:** Are background checks conducted by the local police department sufficient? Furthermore, if the transportation company operates on the local military installation, would a letter confirming that its drivers are cleared for base access be adequate for their background checks?

Local police department background check is sufficient. However we will need the names and copy of drivers licenses would need to be provided to U.S. Navy ATFP officer for additional base access if needed. As of now no base access or transportation is required.

10. **Exemption of Hotel Staff from Background Checks:** Are hotel staff exempt from subcontractor badging requirements and background checks? The hotel informed me of its thorough vetting process that includes drug screening, interviews, personality assessments, and felony checks. Will this be deemed sufficient to exempt hotel staff from background checks?

Additionally, will the five hotel guests assisting with the event be required to obtain subcontractor badges?

Hotel Staff background checks are sufficient.

11. **IT Specifications:** The IT specifications indicate the requirement for Adobe Acrobat to be installed. The subcontractor I propose to use currently possesses only Adobe Reader. I am prepared to purchase a license for Adobe Acrobat and arrange for the subcontractor to install it on the 15 laptops. However, I seek clarification on whether this is truly necessary. Will there be a need to modify PDFs during the conference, or will the functionality to read them suffice?

Per our IT Department Adobe Acrobat is required.

12. Is it acceptable if the hotel is further than a 5 mile radius of the airport? No, not at this time.

13. Will the equipment request i.e. laptops, printers, etc. be a permanent purchase and after the event be the property of the agency or should the contractor assume possession of the equipment after the event.

This requirement is not for the purchase of IT equipment. The equipment will be returned to the contractor at the conclusion of the event.