QandA.pdf

Yellow Ribbon Question and Answer

1. Can you please confirm if you will be needing single or double occupancy lodging rooms? In section “Lodging” it states 175 double bed and/or single sleeping rooms. Do you know how many double and single you will need?

130 Double, 45 Single

2. will the support staff be needing single or double occupancy rooms Single rooms for the support staff

3. Total attendees- the table on page 3 of RFQ states 550 servings per meal- page 8 Meals: states 450 servings per meal. Can you please clarify?

450 is the correct number

4. Which CLIN should the coffee/tea be added to?

Meals

5. Are the 6 breakout rooms only required for Saturday per RFQ page 5 Breakout Rooms will be for both Saturday and Sunday

6. The operations room/staff room- will all 35 in the space at once?

Yes, there will be times that all 35 will be in at once

7. Does childcare Sunday need to be until 1700? This extra time increases the quote, and the table states 1200 close.

Child care will go until 1200 on Sunday

8. Clarification- only 10 attendees will need to be picked up/dropped off at the airport 10 is an estimate for airport transportation

9. Security onsite- Should this include overnight services or just during the time blocks listed on the page 3 table? Does security need to be provided on Sunday?

Security will not be overnight. Just during blocks listed and it needs to be provided on Sunday as well.

10. For the childcare quote- how do you recommend we do the pricing- if Project YES will be supporting the event- then our childcare component will price twenty

(20) 0-5 year old's. If Project YES does not support the event, then our Childcare team will have to increase their quote for the extra staff needed to safely care for the twenty (20) children 6+ years old.

Child care will be planned for all children 0-17 in case Project Yes cannot attend.

11. 3rd Party companies are NOT tax-exempt... page 2 states that the quote needs to be net price without tax... this is not feasible to any 3rd party company. Does this exclude 3rd parties from bidding? Since the Government pays the contracted 3rd party, then the contracted 3rd party pays venue- is this sufficient? Please advise!

All quotes from third party vendors shall include all taxes and surcharges in their per night/day/person rates or overall price. Any tax or fee not included in their quote will not be paid/invoiced for after award. It does not exclude 3rd party contractors from bidding on contracts. They just have to provide an invoice that does not show any tax being charged on the government.

12. Due to limited venues & space in the requested area, can the breakout rooms be set in theatre vs classroom The rooms must be set classroom style. Not theater

13. Will you use the requested laser printer from Wednesday at noon through 5 pm Sunday? Also, will you be providing any of your own printer paper? If not, what is your estimated forecast of how many printer paper packs you will require?

We will use the printer Wed-Fri and will bring our own paper, but the printer needs to have ink

14. With only two properties within the radius to host this event, are any of your requirements flexible? I ask because both properties will be a "tight" fit for your size group to incorporate appropriate social distancing.

a. For example- if we can use the general session at both properties for your breakouts, this will help with social distancing in the breakout rooms.

b. At both properties- the breakout rooms will mostly need to be set theater style versus classroom due to the size of the rooms available.

As long as the places are within three miles we can consider the option and We can go by case by case basis on the theater vs. classroom situation.

15. You note in one section the meal counts to be 550 servings per meal and in another section 450 servings per meal.

a. In either case, would this break down to 510 or 410 adult meals and 40 child meals?

Meals. 450 total. Adults -410. Children 40

16. You are requesting 4 childcare rooms for 10 children each- would it be acceptable to have only two spaces?

a. One room for 20 youth and one for 20 children as long as the room is large enough to support activity and meals?

as long as two rooms meets the space requirement then that will work. 4 is recommended so we can break the kids up by ages.

17. Is it acceptable for the buffet meals to be self-serve versus served cafeteria style?

a. Sometimes, there is an additional charge for cafeteria-style as the venue has to bring on additional staff for the serving process.

b. To alleviate social distancing issues - with self-serve- the POCs can call tables to get their meal from the buffet, etc... Please advise.

Self serve is acceptable when COVID community levels are “low.”

18. For lodging: the table notes lodging from Wednesday through Monday. But in the lodging section, it mentions that the Additional Staff will stay for 6 nights, and it notes 25 October - which is a Tuesday. Can you clarify this?

a. Do you require 3 rooms for 6 nights (18 total lodging nights/self-pay/ Tuesday with Monday Check-out)

b. Do you require 4 rooms for 5 nights (20 total lodging nights / self-pay / Wednesday with Sunday Check-out)

c. Attendee rooms 175 rooms for 2 nights (350 total lodging nights- on contract / Friday with Sunday Check-out)

d. TOTAL OF 388 lodging nights for the event? If you add the nights in the table, it only comes out to 381.

i. Please note- we realize that some of these are self-pay. So to clarify-you are asking for the pricing for 350 lodging nights only on contract-correct?

The 350 rooms will be billed on the contract. The rest of the rooms just need to be blocked off for the support staff to reserve themselves. 381 is the correct number.