Questions and Answers W912JC22Q0003.pdf

So just to confirm are all 65 rooms on the contract and there are no self-pay rooms? 1.1 states Block of sleeping rooms for approximately 125 attendees, rooms contracted and guest pay.

65 Rooms on the Contract, Estimated 20 Self-Pay, 125 is the number of individuals who would be staying inside the Hotels. Many of those individuals are families and would be staying together.

Can you please confirm the number of guest pay rooms you are needing? It doesn't provide a number in 5.3.

Estimated 20

Section 1.1 notes 25-30 attendees in the breakout session, but Section 6.6 states 75 per breakout. How many attendees does each breakout need to be set for?

o Should be 75 not 25-30 Section 1.1 notes 300 attendees in General Session and Section 6.3 notes

250. How many attendees does the General Session need to be set for?

o 200 now after registration has been closed (Typically I would put the max like 300 for safety and COVID mitigations) Section 1.1 notes 2 counseling rooms, and Section 6.1 notes 1 counseling room. How many counseling rooms do you require for the event?

o 1 Counseling Room would be fine

Section 1.1 notes meal service for 350, and Section 9.6 notes 300. How many meal servings per meal do you require?

o After closing the registration, just need 200 Section 5.3 notes 65 lodging rooms per night for two nights, and Section 5.3.4 notes a rooming list will be provided. But then, further, in the PWS, it notes an online reservation system and discusses attendees making their own reservations. Will you provide a rooming list, or will the entire group be self-pay lodging -not on contract?

o Online registration would be for self-pay not for the contract. A rooming list will be provided for the 65 rooms that are on the contract.

Sections 6.7 & 6.8 note that Childcare Freedom is defined as YRRP will provide a certified childcare service and curriculum as allowed by the DoD YRRP.

Section 10.2 and 10.6 seem to reference us as the PRIME will supply childcare for the event- as well as Section 10.7. Is your expectation - that we will provide the childcare services for the event? I believe that it does- so I want to confirm.

o Childcare Freedom is to allow the vendor to provide the childcare and programing that we do not need to supply our own childcare.

Section 6.7 notes you require 2 childcare rooms to accommodate only 5 children each in the rooms- Is one childcare room acceptable for the 10 total children ages 0-5?

o That is acceptable as long as the ratio is met.

Section 6.8 notes that you require 2 youth rooms for a total of 20 youth. Is one room acceptable?

o That is acceptable as long as the ratio is met.

Section 7 discusses audiovisual. Section 7.1 notes you require the following in the General Session and the three breakouts:

o podium o 3 wireless microphones, two screens/projectors o stage o AV/cart o house sound

DO you require 3 microphones in all 4 of these rooms (a total of 12) two microphones would be acceptable

2 Screens in the General Session & 2 projectors?

Correct

1 Screen in each of the Breakouts with one projector?

Correct

Would you like the podium in these 4 rooms to have a microphone?

The podium can be one of the two microphones for each room Section 12.1 notes that at a minimum 25 self-parking spaces will be provided. How many total parking spaces do you require for this event on Friday, Saturday & Sunday?

o Friday (Overnight guests only) o Saturday Commuting Attendees (25) o Sunday Commuting Attendees (25)

During the event- do you require an onsite representative from the PRIME contract holder to be onsite, or will an onsite hotel POC be sufficient?

o Onsite Representative is preferred.