RFQ Questions and Answers

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REQUEST FOR QUALIFICATIONS EVENT CONSULTANT SOURCING, DESIGN, AND PLANNING
For Annual Airport Diversity Conference and Ad Hoc Events

Answers to Questions Submitted - October 7, 2016 -10:00am

Note: Some of the proposed questions seek very detailed information about AMAC’s past events and future plans.  We believe these questions are appropriate if we were seeking cost information, we aren’t. We are only seeking to gauge your QUALIIFICATIONS in the Event Management space – based on the information we provided in the RFQ.

Question 1: In the scope of services portion of the RFQ it states that the chosen company would be responsible for sponsorship development and fundraising. Please advise as to what the fundraising goal is and whether or not AMAC has existing sponsors based on the organization’s history?

Answer: We have existing and longstanding supporters and sponsors but are looking to expand to new sources.  However, fundraising goals or targeted sponsorships have not been fully determined.  We are keenly interested in your qualifications as outlined in the RFQ. 

 

Question 2: What is the size of the 4 conferences?

Answer: The conferences and events range in size from 100 to 1000 attendees and vendors with the largest of the four being the annual conference.  Despite the size of our events, we are keenly interested in your qualifications as outlined in the RFQ.

 

Question 3. Is there an opportunity to bid on the smaller meetings/events?

Answer: We prefer a vendor with the full scope of experience required in the RFQ.  However, we reserve the right to negotiate with any vendor who we believe serves the best interest of AMAC.

 

Question 4. Do the companies applying have to currently have the certifications or is it okay if it in process?

Answer: Please review the RFQ for pre-requisites for responding to this RFQ.

 

Question 5. What are the proposed dates for the remaining 2016 events and scheduled events for 2017?

Answer: The RFQ is not requesting a response for a specific event or events. The purpose of the RFQ is to identify the most qualified Event Management Consultant as related to the requirements of the RFQ. However, feel free to review the AMAC website for information about our past events.

 

Question 6. How many people typically attend the Regional Forums, Industry Day, and Economic Forums?

Answer: Please see the answer to Question 2.

 

Question 7. Is there a preference for an Event Consultant from the DC area since your office is located in DC?

Answer: We do not require the selected Event Management Consultant to be located in Washington, DC.

 

Question 8. How often does AMAC hire Event Consultants?

Answer: We are unsure as to the relevance of this Question. The purpose of the RFQ is to identify the most qualified Event Management Consultant as related to the requirements of the RFQ.

 

Question 9. What is the proposed length of this contract?

Answer: The purpose of the RFQ is to identify the most qualified Event Management Consultant as related to the requirements of the RFQ.  Once we have selected a candidate, we will negotiate a contract, including time and cost that is in the best interest of AMAC.

 

Question 10. How often will the contractor meet in person at the AMAC office in DC?

Answer: The purpose of the RFQ is to identify the most qualified Event Management Consultant as related to the requirements of the RFQ.  Once we have selected a candidate, we will negotiate a contract, including terms and conditions that are in the best interest of AMAC.

 

Question 11. Will consultant receive reimbursement for travel and project related expenses?

Answer: The purpose of the RFQ is to identify the most qualified Event Management Consultant as related to the requirements of the RFQ.  Once we have selected a candidate, we will negotiate a contract, including terms and conditions that are in the best interest of AMAC. 

 

Question 12. Are we to assume the consultant fee schedule will be provided once the selection process is complete?

Answer: The purpose of the RFQ is to identify the most qualified Event Management Consultant as related to the requirements of the RFQ.  Once we have selected a candidate, we will negotiate a contract, including terms and conditions that are in the best interest of AMAC.

 

Question 13. Are there planning committees for the cities where the forums and industry days are held?

Answer: Yes, there is a Host Committee for the cities where the forums and industry days are held.

 

Question 14. With respect to the importance of this RFQ, a complete and quality document and the ability to review additional information from our questions, would you please consider extending the RFQ response date to at least Wednesday, October 12, 2016 at 5PM EDT?

Answer: Unfortunately, we will not entertain requests for extensions.

 

Question 15. Under Section I Subsection A, the RFQ refers to “aid the planning and production of events.” “advise on many matters…” Please define the role of the consultant for this RFQ with particular attention to the excerpts in parenthesis above.

Answer: The purpose of the RFQ is to identify the most qualified Event Management Consultant as related to the requirements of the RFQ.  Unfortunately, we are unable to list every nuance of service AMAC might need.  As such, we request that Proposers put forth their most comprehensive qualifications for AMAC’s review and consideration.

 

Question 16. Under Section IV Subsection A, the section refers to “a firm who “is capable of managing, planning and producing these events, including sponsorship development/fundraising, event design, and full service execution…” What particular role will the consultant have in these events? Of particular note, will the consultant be required to secure sponsorships from organizations in and out of the industry? If so, what are those sponsorship requirement levels for each of the events?

Answer: The purpose of the RFQ is to identify the most qualified Event Management Consultant as related to the requirements of the RFQ.  We believe the qualification requirements in the RFQ are clear and unambiguous. Unfortunately, we are unable to list every nuance of service AMAC might need, including specific sponsorship levels as they have not been determined (See Answer to Question 2). As such, we request that Proposers put forth their most comprehensive qualifications for AMAC’s review and consideration.

 

Question 17. Under section 5 paragraph A it says the consultant will “provide expertise, insight and technical information necessary to aid the planning and production of its events.” What exactly does this mean? What will be the role of the consultant? Will the consultant be responsible for the management and execution of it or will the consultant provide insights to an AMAC representative as needed, or will it be some other relationship?

Answer: The purpose of the RFQ is to identify the most qualified Event Management Consultant as related to the requirements of the RFQ.  We believe the qualification requirements in the RFQ are clear and unambiguous. Unfortunately, we are unable to list every nuance of service AMAC might need, including specific sponsorship levels as they have not been determined. As such, we request that Proposers put forth their most comprehensive qualifications for AMAC’s review and consideration.

 

Question 18. Who will be the consultant’s primary point of contact with AMAC through the development of the various events?

Answer: The direct point of contact has not been determined.

 

Question 19. Will the primary contact have the ability to make decisions or does it need to go through another level? If so, please describe that level.

Answer: The direct point of contact has not been determined.

 

Question 20. Under Paragraph V Subsection D, it states that “consultant may be asked to leverage existing relationships to negotiate with vendors…” Please define specifically what vendors you are referring to. For example, if using a hotel or convention center, they have their own catering, audio visual, etc. that they usually require when booking space with them. What other vendors are you specifically referring to?

Answer: AMAC is seeking a full-service Event Management Consultant who will operate in the best interest of AMAC. Unfortunately, we are unable to list every nuance of service AMAC might need, including specific vendors that might be contracted as part of the event process. As such, we request that Proposers put forth their most comprehensive qualifications for AMAC’s review and consideration.

 

Question 21. On page 7 Section B, Subsection b (Organizational and Background Information, point c, please explain what you mean by company’s legal and financial structure?

Answer: We want to know if your company is structured as an LLC, Corporation, LLP, etc.

 

Question 22. What was your conference attendance in 2016?

Answer: See the Answer in Question 2.

 

Question 23. Do you require pricing to be submitted with the RFQ response?

Answer: No

 

Question 24. Under section IV Scope of Services the RFQ states managing and payment of all approved vendors. Is it AMAC’s expectation that the Event Management Consultant will provided payment to all vendors and seek reimbursement through invoicing AMAC or will payment to vendors be completed utilizing AMAC funds directly?

Answer: AMAC’s desire is to have a single source for Event Management.  However, we reserve the right to contract with the successful proposer in a structure that is most advantageous to AMAC.