Questions and Answers.pdf

140th WG September 2024 Yellow Ribbon Event Questions and Answers

Solicitation #: W50S6V24Q0035 www.SAM.gov

Q1. Can the lodging accommodations be in a different location than that event facility?

A1. Yes. Shuttle Service with routine routes should be available if the hotel rooms and meeting rooms are not in the same location.

Q2. Is there a radius requirement of the distance between the lodging facility and event facility if other than a hotel?

A2. No, just has be in Summit County. We would like it to be in the same general vicinity.

Q3. Is there a preference of single vs double occupancy rooms? Please clarify?

A3. No preference, we expect the member along with their family will stay in a single room.

Whether that be a double queen bed or single queen bed.

Q4. For the double room occupancy required, will a King room with a sleeper sofa be acceptable in counting as a double room?

A4. Yes, that is acceptable.

Q5. As per Pg 1 of the SON, “Contractor shall ensure security patrols are provided throughout the conference and registration times, and Saturday.” In this case, are security patrols considered police/security presence or designated personnel assigned to patrol area during the event? Additionally, is there a minimum of how many patrols are expected and a preferred shift per day?

A5. Security/Additional Staff will suffice for security checks. Just on the day of the event

(Saturday the 14th of September) – only need one patrol every 2 to 3 hours.

Q6. Can you confirm the lodging check out day at 15SEP24?

A6. Yes, checkout will be 15SEP24

Q7. Do you have a target date or date range when the final award decision will be made?

A7. August 31st, 2024 – September 10th, 2024

Q8. Is this a tax-exempt requirement to be supported with a tax exemption certificate upon award?

A8. Yes, this is a tax-exempt government funded event.

Q9. Is the government open to a split room/hotel arrangement in the event a hotel is unable to accommodate all rooms as per the requirement?

A9. Yes, but would want lodging and meeting space in the same general vicinity. Shuttle Service should be available if the hotel rooms and meeting rooms are not in the same location.

Q10. Will a rooming list be provided? If so, can you provide a date or date range in which this will be provided?

A10. Yes, we will have a total registration list given to the staff for room assignments. Per the

SON states, govt shall provide preliminary room count upon award of the contract and final room count 48 hours prior to the event start date.

Q11. As per Pg 6 of the SON, Venue staff shall serve all meals cafeteria style. Please clarify whether cafeteria style is equivalent to venue plated buffet style vs self-served buffet style?

A11. Self-served buffet style

Q12. As per Pg1 of the SON it states, “The Contractor shall provide accommodations to support a Yellow Ribbon Event, with approximately 350 total”. This differs from the guest count stated for F&B meals on Pg 6 of the SON which states, “Food and beverage charges are based upon a maximum of 450 total servings per meal”. Can you clarify?

A12. 350 personnel total 200 service members and 150 family members.

Q13: Can you confirm that there is no food and beverage required for Friday, September 13, 2024?

A13. Correct only food and beverages will be provided on Sat September 14th, 2024.

Q14. 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?

A14. No incumbent, this is a new requirement.

Q15. I was wondering you are looking for a single property to host the event or if you looking for several properties to serve portions of your group.

A15. Yes separate properties would be acceptable, but would want lodging and meeting space in the same general vicinity. Shuttle Service should be available if the hotel rooms and meeting rooms are not in the same location.

Q16. I can only bid on the food portion, can I ask if a venue has been selected yet and if there are facilities like a commercial kitchen to work in or is the expectation that the food be delivered?

A16. No venue has been selected. Partial quotes will be accepted

Q17. I'm reaching out to see if we can discuss catering options for the Yellow Ribbon Event. We do catering for multiple clients with variety of food options. We're also open to cook new food items for big order.

A17. Partial quotes will be accepted.

Q18. For the background check requirements for the childcare providers, if we complete a multi state criminal history check on the providers, is that acceptable? The majority of our providers are also individuals that are currently working at a daycare center.

A18. Yes that is acceptable.