Questions and Answers Solicitation 15A00023R00000004 (1).pdf

QUESTIONS AND ANSWERS FOR SOLICITATION 15A00023R00000004

NUMBER QUESTIONS ANSWERS

0001 Where and which city is this located?

Huntsville, AL

0002 I don’t see any dates listed of when this is to commence?

Upon award on an as needed basis, pending funding

0003 Are there any specific dates associated with this period of performance?

This is a base year and five option years once awarded.

See also 0002.

0004 Under preferred hotel amenities (5.3) it states A/V at no charge – what requirements are needed? (e.g. basic conference calls, a screen to project from a laptop)

Sound and Screen for laptop projection

0005 Under preferred hotel amenities (5.3) it states 36 people conf room from 6 PM-11 PM, what style of seating (classroom, theater, banquet rounds, etc.)

Seating requirements (i.e., classroom, theater, banquet rounds, etc.) will vary by class.

0006 If the 50 rooms are required for 2 or three weeks consecutively?

See background 1.0

NCETR has 15 programs with classes varying in size, up to 50 students/instructors per class.

Classes vary in length with the majority of classes running one to two weeks.

Occasionally classes run for three weeks. There are often multiple classes running concurrently.

0007 If the dates required known?

See question 003

0008 If the member are tax exempt?

Federal government is tax exempt

0009 When the meeting rooms are required?

5.3 item 6 a and c

0010 Shall the proposal cover the cost for both the students and instructors or are room blocks/self-pay rooms required for support staff?

Students and instructors will be included.

Self-pay will only apply to those the government is not able to fund (Other Federal

Government/ military/international)

0011 Will students and instructors be responsible for all meals?

Yes

0012 Will all student and/or instructors be traveling in from different states?

Most likely

0013 Do you have a target date or date range when the final award decision will be made?

March 2023

0014 Is this a tax-exempt event and supported with a tax exemption certificate upon award?

Yes

0015 Is on-site presence required by the contractor for this event?

Hotel shall have staff personnel available 24 hours a day to assist with any emergency

0016 Can you confirm the 2023 Gov’t Per Diem rate for the Huntsville area in which you expect to honor? Upon review the GSA site references multiple rates for the Huntsville area.

Per Diem Rates | GSA

0017 Will ATF be prepared to honor rate increases each year due to the Gov’t per diem.

Yes

0018 Are classes typically held consecutively or concurrently?

Both – see question 0006

0019 Is there a hotel rating requirement (i.e.. Hotel Rating 3 Star or more)?

Hotel shall be rated as 3- Star or higher as described at Hotel Star Ratings: What Do They Mean?

(hoteltechreport.com)

0020 Section 5.1 (#12) of the SOW states: Hotel shall provide operable on-site washer/dryer units for use by the occupants. Does this include washer/dryer units in which hotel staff can operate on behalf of occupants or should washer/dryer stand alone for occupants to use solely?

Hotel shall provide operable on-site washer/dryer units that can be operated independently by the occupants.

0021 Will the contract be awarded based on best value or lowest price technically acceptable?

Best Value https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-results/?fiscal_year=2023&state=AL&perdiemSearchVO_city=&action=perdiems_report&zip=&op=Find+Rates&form_build_id=form-0bwFnWSBvi3F3_R4tvmKdBrPxXErk-yhZ5RJeynnsT8&form_id=perdiem_form https://hoteltechreport.com/news/hotel-star-ratings https://hoteltechreport.com/news/hotel-star-ratings https://hoteltechreport.com/news/hotel-star-ratings

0022 On the Attachment B Pricing Table what is the estimated nights per year based on (i.e.…# of Classes up to 50 etc.….)

This depends on several variables (program, number of students, number of classes, etc)

0023 Can you provide a schedule of classes/events planned for 15 programs NCETR offers yearly?

The number of classes put on by each program is dependent on budget. The FY 2024 dates are not available currently.

See also question 0030.

0024 Section 5.8 (#2) of the SOW states that the Contractor will provide invoices within 5-7 business days of block ending. Is a block considered every class ending or all classes for each year? In other words, will invoices be provided after each class commences throughout each year?

Invoice after each class.

0025 If a tentative schedule of planned classes cannot be provided upfront can you provide an estimated date of when classes will commence this year?

Classes are ongoing throughout the year.

See also questions 0023 and

0026 We were would wonder if you had FY2023 dates for the training classes so that we can review, them for availability to ensure we can meet the requirements.

See question 0023

0027 Is ATF open to split rooms arrangement or overflow hotel within walking distance in the event a hotel is unable to accommodate all rooms as per the requirement?

We prefer to have all students and instructors at the same hotel.

0028 Is there a typical sequence/time period in which classes are offered (i.e.…Monday-Friday 8am- 5pm CST etc…)

Dates vary based on class schedule. Typically, one-week classes check in Sunday and out on Saturday.

0029 When will the first block of dates be needed this year?

Depends upon when awarded.

0030 Do you have general dates when this lodging will be needed? Or how much notice will you give a lodging facility before you need the approximate 50 single lodging rooms?

We try to schedule our room block in the spring prior to fiscal year. Potential room blocks for FY 2024 will be requested May-July 2023 timeframe.

0031 Can you please tell us the start date for this contract?

Upon award.

0032 Can you please confirm that this is set aside for small businesses only and that you will not be changing this solicitation to unrestricted?

This is a small business set-aside

0033 Can you please share the current contract number, current contract holder, and total contract award? Also can you please share the solicitation number for the contract in place? And if the current contract holder is a third party, can you please provide the hotels currently being used to accommodate?

This is a new multiple award contract to obtain additional hotel lodging accommodations

0034 Can you please share if this solicitation has the same requirements as your previous contract or if not, please detail the differences in this new solicitation.

This new requirement is similar to the current hotel contracts.

0035 Can you please provide the physical address for Redstone Arsenal Gate #9?

2100 Rideout Road SW Huntsville, AL 35808

0036 Can you please provide a detailed example of a schedule for one year for classes with the number of rooms needed, dates, and the number of meeting rooms needed per class? Also, what is the required setup for meeting space that could be needed for inclement weather? We also need to see dates when there is an overlap of classes.

Schedule see question 0023 and 0030.

0037 For the meeting space or similar venue for 6 pm to 11 pm daily how does this space need to be set up? Is there a minimum sq. ft requirement for the meeting space, clarify if the set-up is a classroom style and if instructors will provide their audiovisual. Do you require the meeting space to be on a 24-hour hold

See question 0005

How far in advance do we receive an initial course schedule or roster for each class?

See question 0023 and 0030

0039 Can you please provide the current Department of Labor wage document?

There is no Wage Documents since the

Government will be paying the current GSA per diem rate or less.

0040 Will all students have vehicles?

Not all students have vehicles.

0041 Is there a requirement for the hotel to be rated as a 3 Diamond on AAA or 4 or more circles on TripAdvisor or Hotels.com?

See question 0019

0042 What is the start date of the base year for your lodging requirements at Redstone Arsenal?

Upon award.

0044 Are all students and instructors required to stay in the same facility?

See question 0027