finalquestionsandanswers.docx

1. With regard to submitting the facilities Federal Emergency Management Agency (FEMA) Certification, the hotel were working with does not have a physical certificate. They have provided is a screen shot of their on-line FEMA ID and a link, which confirms their compliance.

a.Is this acceptable?

ANSWER – YES, THIS IS ACCEPTABLE. PLEASE PROVIDE SCREENSHOT OF ON-LINE FEMA ID AND CONFIRMATION OF COMPLIANCE WITH YOUR PROPOSAL

b. I have received the same response from several different hotels in that they do not have an actual certificate, but instead a FEMA ID that is viewable on line at Caution-https://apps.usfa.fema.gov/hotel/

ANSWER – SEE ANSWER TO “a” ABOVE

2. We understand the requirement calls for 100 double rooms; however there is a shortage in the area preventing us from being able to book all of the rooms at one hotel.

a. Will 100 single king rooms be sufficient?

ANSWER - NO, THIS IS NOT SUFFICIENT, THE SOLICITATION STATES DOUBLE ROOMS

b. How many people will occupy the double rooms?

ANSWER – OUR REQUIREMENT IS FOR DOUBLE ROOMS, SO IT DOES NOT MATTER HOW MANY PEOPLE WILL BE OCCUPYING THE ROOMS.

3. For incidental expenses not being covered by this contract, will the hotel guest be required to provide their credit cards at the time of arrival?

ANSWER – THE GUESTS ARE RESPONSIBLE FOR ALL EXPENSES OTHER THAN LODGING. IT IS NOT UP TO US TO MANDATE CREDIT CARDS BUT EITHER CREDIT CARDS OR CASH WILL BE USED. SEE PERFORMANCE WORK STATEMENT 4.2 AND INSTRUCTIONS TO OFFEROR #9.

4. How shall we demonstrate the financial capabilities to fulfill the proposed event?

ANSWER – RELEVANT PAST PERFORMANCE AND IF AVAILABLE REFERENCES

5. What is the expected contract award date?

ANSWER – ESTIMATED AWARD DATE IS APRIL 12, 2017

a. Reason being, after 10 April the hotel is requiring a deposit to continue holding rooms for this event.

ANSWER – WE CANNOT GIVE A DEPOSIT TO HOLD THE ROOMS. ALL PAYMENTS ARE MADE BY SUBMITTING INVOICES INTO WIDE AREA WORKFLOW (WAWF) AFTER COMPLETION OF THE EVENT.

6. How soon after the award will the guest list be provided?

ANSWER – THE ROOM LIST WILL BE SUBMITTED ESTIMATED 10 - 15 DAYS BEFORE LODGING BEGINS

7. Is this a tax exempt event (whereby we will receive a tax exempt certificate from the KO) or should we include this cost in our quote?

ANSWER – AS STATED IN THE SOLICITATION THE GOVERNMENT IS TAX EXEMPT AND WE CAN SUPPLY A LETTER WITH THE FEDERAL TAX EXEMPT NUMBER SIGNED BY THE CONTRACTING OFFICER UPON AWARD OF A CONTRACT