Training Locations and QandA.docx

Training Locations for all 6 locations - Lodging and Meals Hotels must be no more 30 miles from training site and each hotel (if multiple no ore than 10 miles apart)

Army National Guard – Cookeville 505 Gould Dr, Cookeville, TN 38502

Army National Guard – Crossville 144 Sparta Hwy, Crossville, TN 38572

Army National Guard – Gallatin 1250 Hartsville Pike, Gallatin, TN 37066

Army National Guard – Gordonsville 101 Transport Dr, Gordonsville, TN 38563

Army National Guard – McMinnville 5807 Manchester Hwy, Morrison TN 37357

Army National Guard – Rockwood 111 S Hewitt Ave, Roockwood, TN 37854

QUESTIONS AND ANSWERS

Attached are the locations of each Armory.

QUESTION: If the hotel has a restaurant would that work for the caterer instead of hiring an outside caterer?

ANSWER: Yes, if the hotel has a restaurant, then catered meals are not needed to be brought in.

QUESTION: Will drinks need to be supplied if so what kind?

ANSWER: Yes, the vendor will supply drinks along with the meal. See the attached Meal Roster for guidance.

QUESTION: You want each location's hotels to be close in distance or all hotels need to be in a certain distance from each other?

ANSWER: The units are deploying and will be bused to their training. The hotels need to be as close as possible to each other so they can stay on schedule for pickup. - Locations are updated in this document with instructions.

QUESTION: Do you want plated meals or buffet style for every meal?

ANSWER: Meals will be buffet style.

QUESTION: When should I expect payment? (I'm asking because if I have to book the hotel, I'm not sure if they'll want me to pay or you) ANSWER: Payment is laid out in the solicitation. You are responsible for payment until we pay you. Once the event is over, you will submit an electronic invoice in WAWF and then it is processed for payment. It takes 15-30 days for payment.

QUESTION: Should each location eat every meal at one location? (for example if one location has 5 different hotels but only one has a restaurant will everyone need to meet at that hotel or every hotel needs their own caterer) ANSWER: Each meal will be delivered to each hotel. If anything changes I will post it.

QUESTION: What is the maximum allowable distance from the specified original location for the hotels, where lodging will be provided? Is there a preferred radius?

ANSWER: Hotels must be no more 30 miles from training site and each hotel (if multiple hotels no more than 10 miles apart) End of questions

QUESTION: If multiple hotels are used to accommodate the lodging requirements, is there a maximum distance allowed between these hotels? Should they be within a certain proximity to each other?

ANSWER: Answered above QUESTION: If meals are not allowed to be delivered, should the hotel provide on-site dining options? If so, are there additional requirements outside of what is listed on the Excel sheet?

ANSWER: The vendor is required to check with hotel if they have a restaurant for the meals or not. If the hotel does not have a restaurant, then the prime contractor is responsible for the meals at each location.

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QUESTION: Is there a specific menu that needs to be approved before the event? Are there any dietary, restrictions or preferences we should be aware of for meal planning?

ANSWER: Contractor will send in a “sample menu” with quote and the main menu will be coordinated with each unit/location at time of award.

QUESTION: If a conference room or designated space is used for meals, are there any specific requirements for the setup, such as tables, chairs, or specific serving arrangements? Is there an option for soldiers to dine in their rooms if meeting/ conference rooms cannot accommodate the number of soldiers at one time?

ANSWER: There are no specific requirements for the conference room other than tables and chairs for the Soldiers to eat their meal. The Soldiers need a space to eat due to the meal being buffet style or if not, the meals need to be individually packaged for each location or the location without a conference room/space to eat.

QUESTION Is there any flexibility in the meal times provided in the solicitation? For instance. Can breakfast start earlier or later, depending on the hotel’s availability?

ANSWER: Feeding times are estimated and will be verified at time of award with each location/unit depending on training.

QUESTION: Is there a specific check-in time that needs to be adhered to for the soldiers arriving on September 25th, 2024? What time should the check-out be scheduled for on September 28th, 2024? Is a late check-out needed?

ANSWER: No, regular check-in and check-out times apply.

End of Questions