Questions and Answers 1.docx

Q: Confirm that the government will be bringing in a childcare provider and that the vendor is not providing childcare services?

A: The vendor is not responsible for providing childcare.

Q: Infant/Nanny Room: The bid worksheet lists a minimum of 1,200 square feet, while SOW sections 4.1 and 4.2 require 1,500 square feet.

A: The statement of work lists the accurate requirement of 1,500 square feet.

Q: Pricing totals: In the current V2 workbook, D12 excludes breakout-room pricing in D11; D19 excludes childcare A/V pricing in D17:D18; and D24 excludes beverages in D23. Since the worksheet permits vendor modifications to match the SOW, please confirm that these subtotal formulas should include those items, or provide a corrected worksheet.

A: Quotes should include items from the SOW. The formulas and square feet have been updated on the bid sheet.

Q: May a travel/event-management firm serve as the prime contractor without owning or operating the hotel?

A: Yes. An offeror is not required to own or operate the proposed facility. The prime contractor remains fully responsible for performance of all contract requirements, including lodging, meeting space, A/V, connectivity, refreshments, and on-site coordination Q: Is state or Federal per diem preferred or required?

A: The solicitation does not establish a state or Federal per diem limitation. Quotations shall include all costs necessary to meet the SOW requirements.

Q: Are SOW Sections 3 and 8 missing?

A: The SOW numbering contains omissions. Sections 3 and 8 have no requirements for the vendor to fulfil.

Q: Does the “PH1_V2” bid sheet replace the original bid sheet?

A: Yes. The Government will issue a revised bid sheet that supersedes all previously posted bid sheets. Offerors shall use only the revised bid sheet issued with the amendment.

Q: May offerors repair bid-sheet formulas or add pricing lines?

A: The amended bid sheet contains the correct formulas

Q: Will lodging be required on Friday, 8 January 2027?

A: Quote lodging only for the night of Saturday, 9 January 2027. The Government does not currently require lodging for the night of Friday, 8 January 2027.

Q: Are meals required, or only snacks and beverages?

A: The current SOW specifies snacks, beverages, and water service. Meals are not required.

Q: Where should Wi‑Fi and the on-site event coordinator be priced?

A: This should be included in CLIN 0001 Conference space.

Q: Should refreshments and beverages be priced for 500 attendees each day?

A: Yes Q: Are all 205 rooms guaranteed, and how will attrition or cancellation be handled?

A: This award will be a firm fixed price. There is no attrition requirement for this contract.

Q: Should taxes, service charges, resort fees, and similar mandatory fees be included?

A: Offerors shall identify all mandatory service charges, resort fees, and similar charges in their quotations.

Q: Is there a required quote format, narrative page limit, or bid-sheet file format?

A: Quotes need to be submitted with the provided bid sheet. There is no required narrative format or page limit.

Q: Will the Government allow a site visit or pre-award hotel inspection?

A: The government will not take part in a site visit or pre award inspection. It will be the responsibility of the contractor to ensure the venue meets all requirements in the SOW.

Q: When does the Government anticipate award?

A: The Government anticipates making award 1 December 2026 Q: How will invoices be submitted and paid?

A: Invoices will be submitted and paid in WAWF.

Q: Must double-occupancy rooms have two separate beds? Must all lodgings be in the conference property?

A: Per the SOW, the rooms must be double occupancy with two beds. The rooms may be on another property within 2 miles of the conference center.

Q: Are movable airwalls acceptable for Day 2 breakout rooms?

A: Yes, provided each breakout room independently meets all SOW requirements for seating, privacy, sound, A/V, Wi‑Fi/connectivity, and uninterrupted execution of concurrent sessions.

Q: Should Friday, 8 January setup, A/V preparation, and facility-access costs be included?

A: Yes. Quotations shall include all costs necessary to provide required setup access beginning no later than 1600 on Friday, 8 January 2027; the A/V dry run; and event readiness.

Q: May the venue’s event-management team conduct the walkthrough, A/V dry run, and menu review?

A: Yes, the awardee remains accountable for contract performance and ensures an authorized representative with authority to resolve facility, A/V, and catering issues participates as necessary. The SOW requires the contractor to host these activities and provide a dedicated coordinator.

Q: What is the permissible Wisconsin Dells geographic area or maximum distance?

A: 10 Miles from the Wisconsin Dells Q: What is the required quotation-validity period?

A: Quotes should be valid 30 days past the closing of the solicitation.

Q: Is there an incumbent contractor currently performing these services?

A: No each event is independent Q: Who is responsible for room charges, taxes, incidentals, and any attrition or cancellation fees?

A: The awardee Q: What beverages and snacks should be provided? Are there minimum quantities, replenishment requirements, or dietary accommodations? Please also confirm the required start and end times and number of service days.

A: Refer to section 5.1 of the SOW.

Q: Are meals required in addition to continuous breaks?

A: No Q: Will children follow the same break schedule as adults? Are there requirements for age-appropriate refreshments or dietary accommodations?

A: The children break schedule will follow the same as the adults. There is no requirement for age-appropriate refreshments or dietary accommodations.

Q: Is a draft event agenda available? What on-site staffing hours are required for setup, the event, breakdown, and any after-hours support?

A: There is no agenda available at this time. Refer to section 7 of the SOW for set-up and support requirements.

Q: Should pricing include service charges, gratuities, administrative fees, and applicable taxes? Are there minimum quantities or maximum per-person allowances?

A: All charges and fees should be build into the price of the quote. There are no allowances.

Q: Are there additional deliverables or performance standards we should consider? Are there evaluation priorities beyond those stated in the solicitation, or a budget range or funding ceiling the Government can disclose?

A: All requirements are identified in the SOW. Award will be based the lowest price meeting or exciding the requirements in the SOW.