Questions and answers in Response to Notice ID W912LN26QA004.pdf

Questions in Response to Notice ID W912LN26QA004 Yellow Ribbon Post-Deployment Event

1. Is there an incumbent contractor performing these services (or who recently performed these services)?

a. If yes, please provide the incumbent’s name and the current contract number. No

b. If yes, please confirm whether the incumbent is eligible to compete for this solicitation. N/A

c. If there is no current incumbent, is there a contractor who has recently provided similar services that is eligible to bid on this opportunity? Yes

2. The proposal is due on October 31, 2025. In the event that responses to vendor questions are not received by October 28, 2025, would the Government consider allowing an additional three days for proposal submission? Government will post answers to question 28 October and extend the response time by three days

3. Are there any requirements regarding hotel classification, such as minimum star rating or

AAA certification? Additionally, considering the limited number of properties with sufficient meeting space and availability in Chittenden County, would a property located in Stowe, Vermont (approximately 30 minutes away) be considered acceptable for this requirement?

No Requirements for hotel classification if they can hold the amount of people requested. Only venues in Chittenden County can be considered. Stow is too far away and is typically very pricey in December.

4. The PWS lists an estimated lunch count of 265 adults and 20 children; however, the childcare requirements specify two youth rooms accommodating up to 20 children each (up to 40 total). Could you please confirm the maximum numbers of adult attendees and youth participants the contractor should plan for food and beverages? The PWS has the corrected estimated amount. One youth room will be used for youths 6-17 and the other room for 0-5 year olds. Only 20 meals are required for youths.

5. Please confirm whether youth meals should be served in the childcare rooms as plated or buffet-style service, or if boxed meals are acceptable to meet the requirement. Buffet Style

6. Please confirm whether the contractor is required to provide childcare personnel for the youth rooms, or if the requirement is limited to providing the designated space and meal service only. If staffing is required, please confirm:

a. Minimum staff-to-child ratio and maximum group size N/A

b. Required credentials or trainings N/A

c. Age ranges to be supported and any required age-based separation or programming N/A The government will be providing the staff for children.

d. If youth activity materials such as games, crafts, or supplies are required, please confirm whether these items will be provided by the Government or if the contractor is responsible for furnishing them.

The government will be providing staff and programming for the youths.

7. Is an on-site A/V technician required? If so, should the contractor price a dedicated technician in each room, or is a floating technician acceptable between the main conference room and breakout rooms? An onsite technician is required as we have had technical issues in the past and we do not have the staff to dedicate one person to fix it. One floating technician is acceptable.

8. Does the Government require a contractor representative to be physically on-site throughout the event, or would a designated hotel point of contact be sufficient to meet this requirement? Designated Hotel POC is sufficient.

9. Will the government provide laptops for presentations, or should the contractor provide a laptop in each meeting room for use during workshops and general sessions?

Laptops will be provided by the government just need a spot to hook up the computers to the projectors.

10. Given that meeting breakfast and lunch within per diem is already challenging for hotels, please confirm that snack costs may be budgeted separately from the $64.50 breakfast/lunch per diem cap. Snacks in the past have been budgeted all together.

11. Please clarify the requirement for “announcement boards.” Are these physical signs or electronic displays? If physical signage is required, please indicate whether the contractor must provide it and specify the quantity and sizes. Physical or digital is acceptable.

There just needs to be signage pointing attendees to the right location.

12. Can you please confirm the required start and end times for each meeting space, or is the contractor expected to place a 24-hour hold on all rooms?

a. Breakout/Training Rooms: 0600-1730

b. Counseling Rooms: 0600-1730

c. Childcare Rooms: 0600-1730

d. Staff Room: 0600-1730

e. Registration Area: 0600-1730

13. Section 4.1.1.1 references the requirement for microphones. For pricing purposes, how many microphones are needed, and does the Government have a preference for microphone type (e.g., handheld, wireless, lavalier, etc.)? One wireless microphone in the main meeting room. One Wireless microphone in each breakout room.

14. Section 4.1.1.6 specifies a workspace with power for up to 10 computers, one printer, and one mini fridge. Please confirm whether the contractor/venue is required to provide the printer and mini fridge, or if any of these items will be provided by the government. The contractor/vendor will provide these items.

15. Section 4.1.1.7 requires parking for 250 attendees. Please confirm whether parking costs should be included in the contract, or if attendees are expected to pay individually. If there is a cost for parking, parking will be included in the contract.

16. Section 4.1.2 requires continuous wireless internet throughout all conference and event spaces. Please confirm whether internet access is required for attendees only, or if it must also support staff operations and AV equipment. How many total device connections should the contractor plan to accommodate? Wireless internet will be for presenters, staff, and community partners. Roughly 50 devices connected.

17. Are hotel rooms required for yellow-ribbon staff or attendees. No. Attendees will book their own rooms at other properties. Yellow ribbon staff do not need hotel rooms

18. Are projectors required in each room. Yes. A projector must be provided for each break out room and the main ballroom