Q A W91364-24-Q-0033 updated 2024 07 03.docx

Ohio National Guard (OHARNG) 2825 W. Dublin-Granville Rd.

Columbus, OH. 43235

Subjects: Questions/Answers

Title: YRRP Cincinnati / Dayton Area

Solicitation# W91364-24-Q-0033

Q/A:

Question 1: Who is the incumbent, what is the current/previous contractor’s award number, and how much was the previous award amount?

Answer 1: The Awards are all made public, if you would like to see that information please kindly look that up.

Question 2: I have run into some issues of the date & availability in the requested area. Is the date flexible to the Saturday before or after 19 Oct?

Answer 2: No, the date is not flexible.

Question 3: Is the general session able to be used as breakouts or do you need the breakouts separate from the general session room?

Answer 3: General Session may be used as one of the breakout rooms.

Question 4: Do you require the lodging and meeting venue (conference space & meeting rooms) both exist at the same location. Wanted to clarify based on the PWS page 11, section 5avi - believe this 5-10 mins away proximity may solely be referencing for parking for those lodging. Or if there are other lodging to conference space proximity requirements?

Answer 4: They do not both have to be at the same location, but with in 5-10 min. of each other.

Question 5: I found a hotel with only 1 breakout room can it make a problem?

Answer 5: Please explain breakout room details in your bid.

Question 6: Will the govt consider alternate dates?

Answer 6: No, the dates are final.

Question 7: Is there a radius requirement of where the event should be held for this solicitation (i.e.,…by zip code)?

Answer 7: In Ohio, within 70 miles of 45215.

Question 8: Is there a radium requirement of the distance between the lodging facility and event facility if other than a hotel?

Answer 8: within 5 miles of venue location.

Question 9: Will King rooms with a sleeper sofa be acceptable in counting as a double room?

Answer 9: Rooms would be acceptable but a bid with requirements would have priority. You would be providing a substitution.

Question 10: Is YR support staff included in the count for catering and parking or only soldiers and their families?

Answer 10: Yes Question 11: Is on-site presence required by the contractor for this event? If so, will a contractor authorized hotel staff member suffice?

Answer 11: On-site contact is required.

Question 12: Do you have a target date or date range when the final award decision will be made?

Answer 12: I am hoping to have this awarded by Aug. 15th.

Question 13: Is this a tax-exempt requirement to be supported with a tax exemption certificate upon award?

Answer 13: Once a location is finalized, I can complete the tax-exempt form.

Question 14: Is the government open to a split room/hotel arrangement in the event a hotel is unable to accommodate all rooms as per the requirement?

Answer 14: Yes, must be outlined is proposal.

Question 15: Will a rooming list be provided along with the final room count on 11OCT24?

Answer 15: Rooming names will be provided with final count by end of day.

Question 16: Are there any know food allergies/restrictions we should be aware of as it pertains to this unit?

Answer 16: YRRP program will be able to identify once the unit members have finished registration. The unit has until 04OCT for registrations.

Question 17: Is there a hotel rating requirement (i.e.. Hotel Rating 3 Star or more)?

Answer 17: This was not outlined in the PWS, 3 star and above preferred.

Question 18: There is reference to this event being held in Cincinnati/Dayton OH. Can you provide clarity on the reference to Dayton, OH? Is this area an option?

Answer 18: Dayton is within 70 miles of unit in Cincinnati and authorized.

Question 19: As per Section 6.0.1 of the PWS, it states “The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site.” Can you clarify the format and method in which contractor manhours should be captured and stored?

Answer 19: This is N/A we will remove it from the PWS.

Question 20: Is Linen required for all tables requested for the following requested table set up?

a. Registration Table

c. (3) Childcare Rooms

d. Pre-Function Area Answer 20: Follow requirements listed in Venue PWS Section 5.

Question 21: Will tables or chairs be required for the (3) small counseling rooms?

Answer 21: A table with four chairs per room.

Question 22: Can the venue, catering and lodging be provided at the same location?

Answer 22: Yes, it can be all at one location.

Question 23: In the case of per diem rates for October 18 -19, 2024 lodging/meals – Rates are currently up to September 2024. Please advise if the government plans to recognize new per diem rates once implemented.

Answer 23: Rates are locked in when the contract is awarded.

Question: 24: If the event venue does not provide “free breakfast” will the government accept a voucher provided to lodging guests?

Answer: 24: Voucher system is authorized / acceptable Question 25: Does the government require a type of projector for the general session or breakout rooms? Minimum Lumens?

Answer 25: PWS did not direct a minimum. Guests with 20/20 vision should be able to read / view screen from furthest point of the room. 7-15K lumens Question 26: Regarding past performance, does the vendor need to have experience with government contracts, or is commercial past performance also acceptable?

Answer 26: Experience with government contracts is helpful but not required and we will need as much documentation of past performance as possible.