21Q0025 Q_A Set 1.pdf

Vendor Questions

Yellow Ribbon – August 14 – Miami

W911YN21Q0025

Q1. What are the per diem rates are for Miami? I see the per diem rates listed online (GSA) is $115. I've been told that is too low for the Miami area. Would $192-200 suffice?

A1. The per diem is $115. The only way this can be exceeded is if rooms are not available at this rate.

Staff rooms have to be at per diem.

Q2. Can the mile radius from the zip code 33132 be extended to 35 miles instead of 30?

A2. Yes

Q3. Would king beds with sofa beds suffice or at least half and half?

A3. Yes, and we would be able to get a list of required beds types within a few weeks.

Q4. The PWS states that there is only refreshments for 140 people (as opposed to 910), but then says 910 people for a continental breakfast. And then 910 people for lunch. Has the budget been approved for full meals?

A4. Refreshments need to be for 910 people. The PWS will be updated and added to the solicitation.

Q5. Can the event be in a different place from lodging?

A5. No. The conference and lodging needs to be at the same hotel.

Q6. 1) In accordance with the PWS for this solicitation, there is a requirement that the Contractor provides light refreshments during several periods throughout the event for $4.00 per person.

Specifically it states: “Light refreshments …not to exceed $4.00 per person per designated time periods as follows.” However, later in the PWS it references: “If Budget is approved for full meals, it must be within per diem rates:”

I would like some clarity on these 2 statements, does the Agency only obligate $4.00 per person for light refreshments or can the contractor just provide full meals at the per diem rate and will this satisfy the meal requirement?

A6. The meals (continental breakfast, adult lunches, and children’s lunches) are TBD depending on how much funding will be allowed for this action. The per diem for meals are $14/person for breakfast and $16/person for lunch. For refreshments, it is $4/person/break.

Q7. With regards to the room reservations, will the Agency allow the Yellow Ribbon participants to pay for their rooms directly via Government purchase cards at the hotel site or is this a reimbursable expense that the Government requires the Contractor to pay on behalf of the Yellow Ribbon participants?

A7. GPC is not allowed, and the rooms will be paid through the contract.

Q8. With regards to payment, does the Agency have a timeline on how long it typically takes the Agency to pay the Contractor for services rendered?

A8. Within 30 days after receipt of invoice.

Q9. Can you also clarify if parking has to be the same location as where the Yellow Ribbon ceremony is located or can it be a short walk in distance from that location?

A9. A short walk across the street or around a corner from the hotel would be acceptable.

Q10. Can we annotate on the pricing sheet that there is statutory tax that must be applied as well such as sales tax for each lodging room, etc.?

A10. We will have a tax exempt form sent to the vendor if needed.