Amd4_-_Pre-Proposal_Conf_Q A.pdf

Amendment 4- Pre-Proposal Q&A Department of the Treasury, Bureau of Fiscal Service

Division of Procurement RFP-EAC-16-0096 – EAC Board of Advisors Meeting, Chicago IL

Questions and Answers (Q&A)

1. Per Diem for MI&E isn’t correct can we change them to fit the Chicago area?

Answer: Since breaks are typically not covered under MI&E, the Government took a $1.00 from Breakfast and $1.00 from Lunch to cover breaks to stay within the daily Per Diem amounts for the time periods requested.

2. Do we need to offer continuous shuttle between 2:30pm and 7:00pm or do you require a pick-up and drop off at 2:30pm and then again at 7pm?

Answer: Shuttle services will not be continuous. We only need shuttle service once to and once from the event.

3. What is the final count for food and beverage?

Answer: The final count for food and beverage is for 55 people, regardless if less attendees participate.

4. For the Event Manager and Alternate Event Manager Labor Rate Pricing, what if it is already included into our rates?

Answer: Please notate that it is “included, not separately priced (INSP)” in the Attachment A – Price Sheet under the extended price column.

5. Gooseneck microphones – Do you require standard table top microphones or push to talk microphones?

Answer: Push to talk microphones

6. Is the Contractor guaranteed any money if the Government cancels at any time?

Answer: Please see Section 10.0 Amendment to the SOW pertaining to Cancelation.

7. In regards lunches under SOW Section 7.5.2, do we propose both options for a hot meal, buffet or platted service?

Answer: No, please propose your company’s best option to the Government.

8. According to the State of Illinois, please confirm that the Federal Government understands that they are required to pay Hotel Occupancy Tax and Meeting Room County Tax?

Answer: Pursuant to Title 86: Revenue, Chapter I: Department of Revenue, State of Illinois, Section 130.2080 Sales to Governmental Bodies, Foreign Diplomats, and Consular Personnel, states: Exemption Identification Number. On and after January 1, 2015, except as provided in subsections (b) and (c), sales of tangible personal property made to a governmental body (federal, State, local or foreign) are exempt from the Retailers' Occupation Tax only if the governmental body has an active exemption identification number ("E-number") issued by the Department and it provides this active E-number to the retailer, who records that number instead of collecting the tax.

Therefore, the Government is currently applying for this exemption and will be providing the successful awardee the E-number for their records prior to paying any subsequent invoices.

9. In SOW Sections 7.2.10 and 9.1.1, the government conveys they will definitize the sleeping rooms three days prior to the event. Please consider at least a 7 day notice.

Answer: The Government will definitize the sleeping rooms 7 days prior to the event.

Please see Section 7.2.10 and 9.1.1 for Amendment to the SOW.

10. Is your group flexible with your dates?

Answer: No

11. What if a hotel does have a reported bed bug in the Bedbug Registry within the last 2 years, does that automatically exclude them from the competition?

Answer: The Government has amended the following sections in the RFP:

SOW Section 7.2.12 on page 13:

The facility shall be clean and free from unsightly dirt, marks or stains, and have no bed bugs in each guest room. The Contractor shall have a favorable customer service rating.

Instructions to Offerors Item 8.0(d) on page 24:

d. No substantiated reported bed bugs in the Bedbug Registry within the last 3 months.

Substantiated bed bug report(s) within the past year, but not more recent than 3 months, shall be noted, and the Offeror shall provide proof of remediation of the bed bugs by a pest management professional (PMP). (print out from http://bedbugregistry.com/search/, documentation from a PMP), http://bedbugregistry.com/search/

Evaluation Criteria Item 2(d) Technical Factor 2 – Go/No Go Requirements on page 26:

d. No substantiated reported bed bugs in the Bedbug Registry within the last 3 months.

Offeror has provided proof of remediation of substantiated bed bugs reported within the last year, but not more recent than 3 months, by a PMP. (print out from http://bedbugregistry.com/search/, documents from a PMP), Based on the above amendments, if a hotel has a substantiated reporting of bed bugs within the last 3 months or if they cannot provide proof that a PMP has remediated a substantiated bed bug report(s) within the past year, then yes, they will be automatically excluded from the competition.

12. What captioning services are needed?

Answer: The Contractor shall be able to provide real-time closed captioning to accommodate persons that are visually or hearing impaired per SOW Sections 7.4.1(a)(ii), 7.4.1(b)(ii), and 7.4.2(a)(ii).

13. Please see Section 7.2.11 for Amendment to the SOW on page 13 pertaining to Contractor honoring all guaranteed guest room reservations.

14. Please see Section 11.0 for Amendment to SOW on page 18 pertaining to Termination for Cause.

15. Please see Section 12.0 for Amendment to the SOW on page 19 pertaining to Indemnification and Insurance.

http://bedbugregistry.com/search/