Q&A Solicitation 15A00020R00000017 (2).pdf

QUESTIONS AND ANSWERS SOLICITATION 15A00020R00000017

NO. QUESTIONS ANSWERS

1 Provide the number of rooms requested each day/week or month

FY20 schedules for (3) training programs are attached. Since we are in the second quarter of FY20, the programs have reserved a portion of their FY20 lodging weeks. Due to the training volume that NCETR conducts, lodging is required as soon as proposals are evaluated and awarded. FY21 dates will be determined in the summer of 2020.

For the 1-week classes, approximately

(35) rooms are required; travelers arrive Sunday and checkout the proceeding Saturday. For the 2-week classes, approximately (45) rooms are required; travelers arrive Monday of the first week and checkout Friday of the second business week.

2 Is there a minimum of hotels/facilities required for this request

The government intends to make multiple awards, but reserves the right to award to one (1) company.

3 Can you please clarify the gym requirement, is this a preference or an absolute requirement?

The presence or lack of gym on its own is not by itself a mandatory criteria for the proposals.

4 Can you please provide the incumbent if there is one and the award amount?

This is a new requirement for Hotel Accommodations/Lodging

5 So there will be 2- training classes correct?

There are (3) high-volume courses. Please see attached FY20 schedules. Since we are in the second quarter of FY20, the programs have reserved a portion of their FY20 lodging weeks.

6 There will be one group that will meet for 10 times in two week increments, correct?

Yes

7 There will be another class that will meet 20 times in one week increments, correct?

In addition to the (10) two-week classes, there are two additional high-volume classes. One course will have

(20) 1-week classes and the other course will have approximately (13) to (15) 1-week classes. See attached FY20 schedules.

8 Will the classes run at the same time or concurrently?

Due to the training volume that NCETR conducts, classes do run at the same time. NCETR generally avoids putting more than one class at the same hotel. See attached FY20 schedules.

9 The anticipated start date will be late February or early March?

Due to the training volume that NCETR conducts, lodging is required as soon as proposals are evaluated and awarded. With the solicitation closing on or about Feb 18, the anticipated start date for the lodging contract is spring 2020.

10 Is placement in apartment units acceptable? No 11 Based on the schedule information, group 1 and 2 total rooms count will equal to 45 room as required or each group (1 and 2) need 45 room each totaling 90 rooms?

There are (3) high-volume courses: a course with (10) two-week classes, a course with (20) 1-week classes and a course with (13) to (15) 1-week classes. See attached FY20 schedules. The class with (10) two-week offerings requires up to 45 rooms. The other two high-volume classes require up to 35 rooms. Due to the training volume that NCETR conducts, classes do run at the same time. NCETR generally avoids putting more than one class at the same hotel.

12 Also may I offer 2 beds rooms but for a single occupancy?

Yes

13 Question will some of the dates over-lapping, there will be some days that we will need 90 rooms(max)? For instance March 3-March 12 (ATF group 1) and (ATF Group 2) March 9 - March 13. Please clarify this for me.

Also I noticed that there were dates for group 3 but not travel dates. Does this mean that

Due to the training volume that NCETR conducts, classes do run at the same time. NCETR generally avoids putting more than one class at the same hotel. It is doubtful that NCETR would seek to reserve 90 rooms at one property. Since we are in the second quarter of FY20, the programs have groups 2 and 3 will meet at the same time on some dates? Will that mean that you will need 90 rooms or 45 rooms?

For instance, Group 2 on March 9 -March 13 and Group 3 March 9 -March 13...45 rooms or 90 rooms.

reserved a portion of their FY20 lodging weeks. FY21 dates will be determined in the summer of 2020. Regarding the question on Group 3, please assume the travel days to be the Sunday preceding and Saturday proceeding, just like Group 2.

14 Is there any way to know approximate number of students for each set of dates within each group? This helps hotel forecast if they can take all students at one time or overflow to another hotel.

There are (3) high-volume courses: a course with (10) two-week classes, a course with (20) 1-week classes and a course with (13) to (15) 1-week classes. See attached FY20 schedules. The class with (10) two-week offerings requires up to 45 rooms. The other two high-volume classes require up to 35 rooms. The majority of rooms for each course are for students. Note: it is listed as a Technical Requirement that all government guests be extended the same guest services and perks as non-government guests for the standard rate published on the website for the respective hotel.

Due to the training volume that NCETR conducts, classes do run at the same time. NCETR generally avoids putting more than one class at the same hotel.

Since we are in the second quarter of FY20, the programs have reserved a portion of their FY20 lodging weeks.

15 May we propose a meeting room available outside of the hotel for instances that the base closed.

No.

16 So it would be okay to use more than one property for the groups? Is there a mileage requirement from property to property? I know that they have to be 10 miles or less from 3750 Corporal Road. Thank you.

More than one property for a group is permissible if the properties are adjoining or share a parking lot. NCETR students carpool in government vans and our long training days form a tight schedule that does not allow time to drive between properties.