QnA for Yellow Ribbon Event 2025_20241210.pdf

Q&A Posted 12-3-2024

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MD ARNG YELLOW RIBBON EVENT 2025

1. Would you prefer to contract directly with the hotel, or would you rather work with a third-party small business to facilitate the agreement? It seems the Sheraton Baltimore North is already engaging with the government on this matter, and understanding your preference will help ensure a smooth process.

Ans. This is a Small Business set-aside requirement, and the government will only do contract with the Small Business entity that meets the solicitation criteria.

Q&A Posted 12-05-2024

2. I would like to confirm the event dates of 10-11 and 24-25 January 2025. Both dates are on Friday and Saturday. Are we going to need the rooms on Thursday and Friday nights and hold the event on Friday and Saturday? Usually, YRRP events are held on Saturdays and Sundays and the lodging is on Friday and Saturday. Could you please confirm the days?

The 1st event is on Saturday 11JAN25. The room is needed for 1-night check-in on 10 JAN and check-out on 11JAN25.

The same is for the 2nd event check-in on Friday 24JAN25 and check out 25JAN25. Second event is on Saturday, 25 JAN 25.

See revised Statement of Work dated 12-5-2024!

Revisit SOW paragraph 5.2 Lodging for Service Members

3. Will a tax-exempt form be provided?

No Tax-exempt form will be provided for this solicitation. Submit your quote or proposal without any “Tax fees” written on the quote/proposal.

4. Will transport services be necessary if an additional lodging venue be necessary?

Answers is “No”. Lodging venue prefer to be in the same location as the event. The government will not cover any transport services for these events.

Q&A Posted 12-06-2024

5. Can you please confirm if you need just 2 childcare providers at the SOW states? You said you need space for up to 40 children and 2 childcare providers would not be enough for 40 children?

Answer. Yes 2 childcare providers are needed. We project up to 40 children, but we won’t have that many children.

Q&A Posted 12-10-2024

6. Childcare Services: Based on previous events, could you provide an average estimate of participants by age group attending the childcare services?

o Ages 6 months to 3 years: we had two (2) o Ages 4 to 12 years: We had about six (6) o Ages 13+ years: We had a bout five (5)

7. On-Site Coordinator: The solicitation specifies that an on-site coordinator, who is not a hotel representative, must be provided. How should we reflect this requirement in our pricing proposal?

o Should this be included as a separate CLIN? Answer. That is correct. An additional CLIN for “Childcare provider services” will be implemented into the contract for each event.

Answer. That is correct. An additional CLIN for “Childcare provider services” will be implemented into the contract for each event.

o If not, what would be the preferred method of integrating this cost into the pricing structure?

8. Is the intent to provide one large childcare room, or;

Should we plan for two or more smaller rooms based on specific operational needs (e.g., age grouping, safety considerations, etc.)?

Yes. Two (2) rooms to separate children and teens

9. Given that there could be approximately 40 children in the childcare room, could you confirm that two licensed childcare providers have been sufficient in past events? Based on the number of children, we estimate that additional attendants might be necessary. We want to ensure we are aligning with your previous experiences and expectations.

Yes, but we can adjust as we get closer and by the registration.

1. Is there an incumbent contractor that has previously provided childcare services for Yellow Ribbon events?

1. If so, could you provide insight into their staffing structure?

Yes, our last Yellow Ribbon event had certified childcare providers as stated on the statement of work.

2. When the solicitation specifies "two licensed childcare providers," does this refer strictly to two individuals with childcare licenses, or does it imply that additional attendants may assist under their supervision?

Yes, other attendants can assist as long as background check is clear before the event.

10. Could you please confirm if a hotel representative can serve as the designated on-site representative for the event if they are fully dedicated to the event and not performing their typical hotel duties? The statement of work specifies that the designated on-site representative cannot be a hotel representative, but we would like to understand if there are any exceptions or conditions under which this would be allowed.

That is correct no representative from the establishment. This is a conflict of interest.

There is no Exceptions. Vendor must comply with Statement of Work criteria. Otherwise, it will not be considered for evaluation.

Disclaimer

Per Solicitation announcement. No more questions will be answer after 12:00 PM EST today, 10

December 2024.

Good Luck to you and we are looking forward to seeing your best offer!