Vendor_RFIs_YR_Venues_2019_RA_response.pdf

VENDOR RFIs:

1. Q: Are there specific hotels you are wanting these events booked at? We noticed that some addresses match up to hotels, and some don't.

A: All hotels must be equivalent to or higher than AAA’s 3 Star/Diamond rating at the time of contract award and period of service. The hotel must be within a 15-mile radius of the given address noted in the Conference Dates and Details section of Attachment 3 Purchase

Description (PD).

2. Q: The synopsis (Attachment 3 PD, FOOD SERVICE Section) states that a description of acceptable meals will be provided as an attached enclosure. Can you please provide this attachment, or note if meals have already been selected with the properties.

A: Attached enclosure removed from PD.

3. Q: If the price sheet is available in excel, that would be great.

A: P&C will upload Excel Spreadsheet in Excel – Vendor will be required to submit spreadsheet in

PDF.

4. Q: The Purchase Description and the Pricing Sheet have the following discrepancies in the number of attendees - can you please get confirmation as to which number we should consider for pricing purposes:

a. Temecula event: Purchase Description states 575 attendees (500 adults, 75 kids), Price

Sheet states 425 (375 adults, 50 kids)

b. Sacramento event: Purchase Description states 350 attendees (300 adults, 50 kids), Price Sheet states 175 (175 adults, 25 kids) Long Beach event: Purchase Description states 675 attendees (600 adults, 75 kids), Price Sheet states 575 (500 adults, 75 kids)

c. Fresno event: no discrepancies

d. Sacramento 2nd event: no discrepancies

e. The pricing sheet (Attachment 1) do not reflect the same number for meals on the

Statement of work.

Location: Dates Attachment 1 (Price Sheet) Statement of Work

Temecula June 1-2 475 Meals 575 Meals

Sacramento June 15-16 175 Meals 350 Meals

Long Beach June 15-16 575 Meals 675 Meals

A: Consider the Price sheet. Purchase description has been edited to match Price Sheet.

5. Q: Has the hotel space for these events already been held?

a. The two properties in Temecula that are capable of holding an event of this size are fully booked for events and rooms that weekend.

b. Same thing on Long Beach. The address provided in the RFP was for the Hilton and they are booked solid that weekend.

A: All hotels must be equivalent to or higher than AAA’s 3 Star/Diamond rating at the time of contract award and period of service. No hotel space is being reserved by the Government.

Space reservation is the Vendor’s responsibility.

6. Q: Is there a greater radius or alternative town in the case that the hotel space has not been held?

A: Radius has been enlarged to a 15 mile radius from the address.

7. Q: For the meeting rooms:

a. Temecula: [Purchase Description] says No more than 5 rooms, however, the description only lists 4 rooms. Do you need 5 or 4 meeting rooms?

A: 5 rooms

(1) general concession room to accommodate three hundred, seventy-five (375) attendees comprised of single and family units

(2) one (1) breakout room that can accommodate two hundred

(200) attendees and comprised of “classroom” style seating;

(3) one (1) breakout room that can accommodate twenty five

(25) attendees and comprised of “classroom” style seating

(4) one (1) general use room to accommodate fifty (50) children and staff and

(5) one (1) small meeting space that can accommodate up to five

(5) people.