V231--VHA Environmental Program Service Conference

Vendor Question:

We received this RFP and wanted to confirm you are sourcing Las Vegas?

Answer:

At this time, we are only requesting quotes from hotels in the Atlanta, Orlando or Washington D.C. area.

Vendor Question:

Is this a small business set aside that will require our hotels to submit their bids through a 3rd party?

Answer:

This is a small business set aside and therefore only proposals from those entities that are qualified in any class of small business will be considered for this requirement.

Vendor Question:

Will the agency prefer vendors to provide decorations, backdrops, and branded swag bags?

Answer:

No

Vendor Question:

Explain what "24hr hold" means on Scope of work.

Answer:

Hotel vendor shall hold rooms for 24 hours on the check in date to ensure late arriving guests will have accommodations.

Vendor Question:

Has [sic] 2 SDVOSB responded to this RFQ or solicitation in stating their capabilities to perform the duties requested?

Answer:

This is a small business set-aside. Based on our market research, we had 2 or more small businesses that were found to be capable, therefore the requirement was set aside for small business. During the Request for Information period; we did not receive 2 or more responses from either Service-Disabled Veteran Owned Small Businesses (SDVOSBs); Veteran Owned Small Businesses (SDVOSBs) or Woman-Owned Small Businesses (WOSB). Please note that SDVOSBs, VOSBs and/or WOSBs are invited to submit a proposal to this requirement as they are considered Small Business.

Vendor Question:

Is Vendor responsible for shipping items from your location or will the agency ship item and vendor will be responsible for pick up, security and storage?Â

Answer:

See revised section from SOW

7.3.2 Storage/Handling/Shipping

Hold and store, transport to meeting rooms all conference training materials

Receive and transport to meeting area

5-20 boxes up to 50 lbs. each, 2-crates up to 80 lbs. each, incoming

2-8 boxes up to 50 lbs. each, 2-crates up to 80 lbs. each, outgoing

Approximately 350 lbs. inbound and outbound

Shipping costs to and from VA site shall be paid by VA separately

Vendor Question:

Will the hotel be required to provide food for the attendees?

Answer:

All food will be purchased by attendees individually. Refreshments are not required.

Vendor Question:

Regarding the Q and A recently posted, did we read this correctly that you are not accepting quotes from third parties? Â

Answer:

This is a small business set-aside. Based on our market research, we had 2 or more small businesses that were found to be capable, therefore the requirement was set aside for small business. During the Request for Information period; we did not receive 2 or more responses from either Service-Disabled Veteran Owned Small Businesses (SDVOSBs); Veteran Owned Small Businesses (SDVOSBs) or Woman-Owned Small Businesses (WOSB). Please note that SDVOSBs, VOSBs and/or WOSBs are invited to submit a proposal to this requirement as they are considered Small Business.

Vendor Question:

Can you give us some clarification on the shipping details?

The solicitation states "Vendor is responsible for shipping from our location, pick up, security and storage and shipping the items back."Â

Answer:

See revised section from SOW

7.3.2 Storage/Handling/Shipping

Hold and store, transport to meeting rooms all conference training materials

Receive and transport to meeting area

5-20 boxes up to 50 lbs. each, 2-crates up to 80 lbs. each, incoming

2-8 boxes up to 50 lbs. each, 2-crates up to 80 lbs. each, outgoing

Approximately 350 lbs. inbound and outbound

Shipping costs to and from VA site shall be paid by VA separately

Vendor Question:

Does the vendor have to pay for the shipping of your items, or do they just need to store items that are shipped to the venue?Â

Answer:

See revised section from SOW

7.3.2 Storage/Handling/Shipping

Hold and store, transport to meeting rooms all conference training materials

Receive and transport to meeting area

5-20 boxes up to 50 lbs. each, 2-crates up to 80 lbs. each, incoming

2-8 boxes up to 50 lbs. each, 2-crates up to 80 lbs. each, outgoing

Approximately 350 lbs. inbound and outbound

Shipping costs to and from VA site shall be paid by VA separately