RFIs and Answers.pdf

RFI #

The 40 mile radius shall be measured in driving distance from the Concord NH city line.

That would have to be discussed with the venue that you are working with. The USG’s primary concern is starting the event on time on 08 NOV (0800hrs)

November 8th is FIRM

Correcting to October 22, 2026

GOV Response W912TF27QA001 RFIs and GOV Answers

What seating configuration is required for the General Session

(theater, classroom, rounds)?

What capacity and configuration are required for each breakout room?

From what point in Concord is the 40-mile radius measured (e.g., JFHQ, State House), and is it measured by driving distance or straight line?

Will the contractor have access to the venue the evening before (07

November) for setup and AV testing, or must all setup occur on the event day before 0600?

could you please clarify whether November 8, 2026, is a firm event date, or whether the Government would consider alternative dates, subject to venue availability?

I noticed the Performance Work Statement identifies November 8, 2026, as the event date, while SAM.gov lists October 20, 2027, as the response deadline.

Does the counseling room require any specific privacy features (e.g., closed door, soundproofing, location away from public areas)?

Please refer to paragraph 5.1.5 of the PWS.

Counseling rooms shall be acoustically private and isolated to allow confidentiality.

Please refer to paragraph 5.1.1 of the PWS for capacity expectations, configuration will be determined to meet the need in 5.1.1 to allow up to 120 adults and 20 children without obscuring the sight of the presentations.

RFI

Yes, a separate children’s menu is required in accordance with paragraph 5.2.2.2 of the

PWS. Dietary and allergen management shall be in accordance with paragraph 5.2.3 of the

PWS.

Yes, there shall be enough beverages to supply all 140 attendees beverages within the timeframe listed in paragraph 5.2.1 of the PWS. Breakfast meals are not required, only lunches.

Yes, parking shall be free self-parking as a part of the event. ADA accessibility shall be determined with the venue you are working with as the USG is not requiring a specific number of ADA accessible parking.

No, overnight lodging is not required. The hours of this event are from 0600hrs for set-up to 1700hrs as specified in paragraph 1.3 of the

PWS.

Please refer to paragraphs 5.1.2.1 and 5.1.2.2 for full break-down of required AV equipment, including the number and types of projects, screens, and microphones.

Is a separate children's menu required? Will the Government provide dietary/allergen counts, and by what date?

The General Session is sized for 140 and the luncheon for 120 adults and 20 children. Is the morning beverage station for all 140 attendees? Is any breakfast food expected, or beverages only?

Must parking be free self-parking for attendees? Are there ADA-accessibility requirements beyond standard code?

Is any overnight lodging required, or is this a day-use requirement only?

Please provide AV specifics:

number of projectors/screens, number and type of microphones (wireless handheld, lavalier, podium), whether a dedicated on-site AV technician is required for the full day, and whether any recording or livestreaming is needed.

There may be slight fluctuation in the attendees as our numbers are based off of the roster of deploying soldiers and their families, however some may have spouses or kids who choose not to attend. The contract shall be written to accommodate all 140 total attendees, based off this there will not be a cancelation based off of attendees and contractors shall invoice in accordance with the 140 attendee estimate.

What age ranges define the Infant room and the Youth room, and what is the expected split of the 20 children?

Must the childcare provider hold a New Hampshire child care license, or is a licensed/insured agency from another state acceptable? What background check standard is required (state, FBI fingerprint, DoD)?

May service charges, gratuities, and applicable taxes be shown as separate line items, or must all pricing be fully loaded into the

CLIN price? Is the Government tax-exempt for this event?

When will the final headcount guarantee be due, and is there any attrition or cancellation tolerance?

Infant/Toddler shall be between ages 1-5.

Youth will be 6+. Our estimate is roughly 10 for infant/toddler and 10 for youth.

The following will be considered allowable: A provider holding a current NH DHHS CCLU license for its own facility meets the requirement. The Government will also accept a childcare provider that operates under a recognized statutory exemption from site-specific CCLU center licensing for temporary event care, provided that the contractor:

• (a) Provides proof of statutory exemption under NH RSA 170-E / He-C 4002;

• (b) Maintains the required $500,000 commercial childcare liability insurance policy; and

• (c) Meets all other childcare requirements listed in PWS Sections 1.4.7.1 and 5.3.1.

• The Government has re-written the applicable paragraphs within the PWS to match this language.

All pricing shall be fully loaded into the CLIN pricing. Due to the event happening in NH, and NH is a tax-free state this event is tax exempt.

Yes, quotes will be accepted by contractors that oversee the management of the contract without personally providing the services requested.

Invoicing and payment will be through WAWF and EFT in accordance with DFARS clauses

252.232-7003 and 252.232-7006.

There is no page limit and quotes can be sent to the emails listed in the SAM posting. Pricing can be broken down, however each CLIN should be priced clearly.

Does FAR 52.219-14, Limitations on Subcontracting, apply? May a small business prime subcontract the venue, catering, and/or childcare to other firms?

Childcare runs 0630–1700 while the venue must be ready at 0600.

Please confirm the childcare start time.

Will the Government accept a quote from a prime contractor that does not own the venue and does not itself provide childcare, but manages the full requirement through qualified subcontractors, subject to FAR 52.219-14? The

Addendum to FAR 52.212-2, paragraph (iii), references "the contractor and any proposed subcontractors" meeting PWS 1.4.7, so we read the solicitation as allowing this. Please confirm.

Will invoicing be through WAWF/PIEE, and will payment be made after event completion?

Is there a page limit or required format for the technical portion of the quote? Should pricing be broken down below the CLIN level?

Please confirm which labor categories Wage Determination 2015-6061 is intended to cover (e.g., catering staff, childcare providers, AV technicians).

Anticipated start time for childcare is 0730hrs to allow families to register and drop off children prior to the commencement of the general services starting at 0800hrs.

The Wage Determination covers all categories listed within Merrimack county. Additional

Wage Determinations have been uploaded to cover the full 40 mile radius of Concord as specified.

Yes, FAR 52.219-14 applies. Yes a small business prime can subcontract.

Yes, this will be accepted and licensing documentation will need to be provided.

The prime contractor is not required to hold a current operating license so long as they are subcontracting to a childcare subcontractor and is able to provide that valid license.

Yes, the prime contractor can hold a contract with the venue so long as all the needs specified in the RFQ and PWS are met. A signed letter of commitment is not required, identifying the venue and address will be sufficient.

All supporting documentation regarding childcare license, insurance, background checks, and credentials shall be provided no later than 7 days prior to the even (01

November 2026) in accordance with tech exhibit 2.

Childcare license holder. PWS

1.4.7.1 requires "a valid, current operating license for the providing entity." Please confirm this license may be held by the childcare subcontractor performing CLIN

0003, and that the prime contractor is not required to hold a

NH DHHS Child Care Licensing Unit (CCLU) license itself.

Hotel/venue as subcontractor. For CLINs 0001 and 0002, may the venue and catering be provided by a hotel or conference center under subcontract to KD, with KD as the single point of contact and party to the Government contract? Is a signed letter of commitment from the venue required with the quote, or is identifying the venue name and physical address per Addendum paragraph (ii) sufficient?

Timing. Must the childcare provider be named, and its license, insurance, and background check documentation be submitted, with the quote, or only after award per Technical

Exhibit 2?

Off-site childcare. NH CCLU licenses are tied to the provider's licensed premises. Will the Government accept a NH CCLU-licensed provider, using its own licensed and background-cleared staff, operating at the event venue for this one-day event?

Yes, the prime contractor is authorized to subcontract with a licensed and insured childcare provider as long as they provide all the required documentation listed in tech exhibit 2 no later than 7 days prior to the event (01 November 2026).

The deadline is on 15 October 2026, this was a typo that is now fixed in the same amendment as the posting of the RFIs and Answers.

The event is occurring on 08 November 2026, this was a typo that is now fixed in the same amendment as the posting of the RFIs and

Answers.

The insurance is to be held by the childcare provider, and it is an aggregate amount.

Childcare Services: Would the Government accept a separately licensed and insured childcare subcontractor providing services at the proposed venue, provided all PWS licensing, staffing, and certification requirements are met?

Submission Deadlines: The notice indicates October 15, 2027, as the deadline for submitting questions.

Could you please confirm the correct question deadline and the final quotation submission deadline?

Event Date: The solicitation notice initially specifies November 8, 2027, whereas the CLIN descriptions and Performance

Work Statement indicate November 8, 2026. Could you please confirm the correct event date?

Insurance. Does the $500,000 insurance requirement in

Technical Exhibit 1 need to be carried by the childcare provider, the prime contractor, or either? Is it per occurrence or aggregate?

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