X -- AMERICORPS*NCCC NATIONAL CONFERENCE

The purpose of this modification is to change the Document Type ?from Presoliciation Notice to Combine Synopsis/Solicitation and respond to the questions as follows: 1. Question: What will be the timing for the breakout rooms? Response: We have not defined the conference timetable at this point. However, we estimate that there will be a total of 4 breakout periods per day lasting approximately 1.5 hours. # of breakout rooms is defined below in response to Q5. 2. Question: What AV equipment is needed and do you need audio visual equipment in the breakout rooms as well? Response: Until each workshop/conference sessions have been defined it is unclear exactly what AV equipment is necessary. However, we will definitely require access to flipcharts and markers in all breakout rooms, and equipment that will allow us to present PowerPoint and other presentations on monitors in the larger meeting room and some breakout rooms. Recommend we state something similar to the following: Vendors shall quote the following packages for audio visual support: Package #1 ? Large Meeting Rooms: Complete support package in order for 100-attendees to adequately see and hear all items presented in a conference setting. Items should include but are not limited to: video projectors, screens, speakers, microphones, etc. (Estimated quantity - package support for each day of conference) Package #2 ? Breakout Meeting Rooms: Complete support package in order for 25-attendees to adequately see and hear all items presented in a conference room setting. Items should include but are not limited to: video projector, screen, speakers, microphone, etc. (Estimated quantity is for 3-rooms each day of the event. Price shall be per package per room) 3. Question: The arrival date is December 3 for about 30 guests, 50 more guests would arrive on December 4 and the 80 room block would start on December 4 and depart on December 8 - is this correct? Not sure if they are staying for 3 or 4 nights - please clarify the pattern below: Dec 3 Dec 4 Dec 5 Dec 6 Dec 7 Dec 8 30 30 30 30 30 Depart 50 50 50 50 Depart 30 80 80 80 80 Total Response: The Agency has adjusted the approximate numbers for four of the five days and the incoming number for Dec. 4. Please be advised that we are expecting between 80 and 100 participants and will not be able to confirm the exact number until mid November. Pricing is based on a per/person ? per/day cost. Dec 3 Dec 4 Dec 5 Dec 6 Dec 7 Dec 8 30 30 50 50 50 Depart 20 50 50 50 Depart 30 50 100 100 100 Total 4. Question: What size are the breakouts? Response: The breakouts should be able to accommodate up to 25 individuals. 5. Question: What day(s) will you need these rooms? Response: Breakout rooms will be required all five days and the approximate quantity per day is as follows. Exact information about the number of breakout rooms required per day will be available by the first of November. Breakout rooms should be priced per/room ? per/day with a statement of how many will be available at maximum capacity. 12/4 12/5 12/6 12/7 12/8 3 5 8 8 5 6. Question: How many off-site events are planned and to what location? Response: The only off-site activity, if not available on site, would be the team building requirement. Location will depend on what?s available in the selected site. If offsite, transportation will be provided by the contractor. This event should be priced as its own line item for an estimate of 100-individuals. We are only requesting that a team building site be available either on site or off site. It has not yet been determined that we will fit this into the schedule so we want the flexibility to negotiate that separately once we have a better sense of the scheduling. 7. Question: Is an e-mail proposal acceptable? Response: No 8. Question: Hampton is 30 minutes from Norfolk International Airport. Would you consider this a large enough airport? Response: Yes, please submit your package.