S01 - Attachment 1 - Additional Information.pdf

12FPC223Q00014

Attachment 1

Additional Information

The following additional information is provided as reference to common historical clarifications:

Q1. Regarding your conference, the solicitation states a 24 hour hold is needed on all meeting rooms.

Does this include the days when the rooms aren't needed at all? For instance, the general session is needed on Monday and Thursday only, will you need that room held for all four days?

A1. The government will only require the general session room on Monday and Thursday, as stated within the RFQ.

Q2. Is there a stipulation on the rating of the facility?

A2. The facility must be able to provide the certification of FEMA compliance per the RFQ and SOW.

Q3. Would you all prefer to utilize the general session room for the listed catered meals or to host the meals in a separate space (additional ballroom, restaurant, etc.)?

A3. Please refer to the RFQ. This requirement does not include catered meals to be provided. This requirement asks for light refreshments to be provided.

Q4. Is a site visit required prior to the event?

A4. No

Q5. Can all zip codes in within the cities, be considered for support this requirement or are there restrictions?

A5. There is no restriction to specific zip codes in these cities; however, refer to Section 4.5 of the

SOW for minimum requirements for the facility.

Q6. Will onsite presence/representation of the offeror be required for the duration of the event? If so, what are the expectations in terms or arrival and departure?

A6. The vendor is responsible for determining whether to have an on-site presence in order to fulfill the obligation under this requirement. The RFQ does not have a requirement for on-site presence.

Q7. Do majority of the attendees reside in the conference city areas OR will attendees be travelling in from all over the US?

A7. Participants will be travelling from all over the US

Q8. Is the contractor allowed to charge taxes and profit if the contractor is acting as prime and it is a third-party contractor/organizer?

A8. The Government is tax exempt, and tax should not be included in the quote for this requirement.

The RFQ is a Firm fixed price and quotes should be inclusive of all costs necessary to provide the services. No taxes should be included in the price quote. You may refer to FAR PART 29-Taxes, PART 31- Contract Cost Principles and Procedures

Q9. Do you have a budget for the AV Equipment?

A9. The vendor is responsible for determining quoted pricing for providing the audiovisual equipment in response to this RFQ. Vendors should refer to Appendix A of the SOW for audiovisual requirements.

12FPC223Q00014

Attachment 1

Additional Information Q10. Can you provide the duration of the breaks attendees will get for the AM/PM light refreshments?

A10. Typical break period will be 15 Minutes

Q11. Is Directional Signage Required for this event?

A11. The SOW does not provide instruction for providing directional signage. FPAC shall be responsible for Directional Signage.

Q12. The proposed meeting(s) requires function space for the duration of the meeting having a minimum square footage total of 15,000 square feet for general session and all break-out sessions. Can this minimum requirement include Pre-Function lobby space or is this requirement applicable to solely the conference rooms?

A12. The General Session Room is required to be 15,000 sq ft. All other rooms should be a size which accommodates the stated number of participants; see SOW Appendix A.

Q13. Where fees are applicable, will parking be the responsibility of the guests or offeror?

A13. Refer to the SOW Section 4.6; parking fees associated with the hotel would be handled by the individual traveler

Q14. Does the contractor have to provide the people that will handle the registration tables?

A14. Yes

Q15. Are the per diem rates strictly for the rooms or every aspect of the program?

A15. Per diem rates apply to lodging rooms in accordance with the Federal Travel Regulations

Q16. For this contract, as an event planner/contractor does this require someone on site for the duration of the event?

A16. The vendor is responsible for determining whether to have an on-site presence in order to fulfill the obligation under this requirement. The RFQ does not have a requirement for on-site presence.

Q17. Also, for the allocation of payment for the hotel will you be paying at the end of the event?

A17. Invoicing and payment occur upon completion of services under the contract award. Please refer to FAR clause 52.212-4 for payment information. The hotel will submit an invoice to the POC and submit an invoice through the Invoice Processing Platform (www.ipp.gov).

Q18. What about the payment to secure the hotel?

A18. Payment to secure facility space is not authorized; vendor providing a quote is responsible for securing space being offered in their quote. Refer to the RFQ section (x) Evaluation of Quotes item 8 for what is required to submit as part of the quote.

Q19. For the above referenced solicitation will you consider companies who are pending receipt of a

CAGE code? … Specifically- will a company be considered without a CAGE code assigned?

A19. FAR 4.1102 requires Offerors and quoters are required to be registered in SAM at the time an offer or quotation is submitted in order to comply with the annual representations and certifications requirements. Registration in SAM means the entire process has been completed and the vendor is active. Quoter SAM registration is verified when quotes are received.