36C10X20R0019-0003002.docx

5. PROJECT NUMBER (if applicable)

CODE

7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER

3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO.

1. CONTRACT ID CODE

FACILITY CODE

CODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.

is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30

PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243 (Type or print) (Type or print) (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code) (If other than Item 6) (Specify type of modification and authority) (such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer) xx 04-23-2020

NONE

36C10X Strategic Acquisition Center - Frederick Department of Veterans Affairs 5202 Presidents Court, Suite 103 Frederick

MD

21703 36C10X Strategic Acquisition Center - Frederick Department of Veterans Affairs 5202 Presidents Court, Suite 103 Frederick

MD

21703 To all Offerors/Bidders

36C10X20R0019 04-16-2020

X x x x The purpose of this amendment is the following:

1. To list submitted vendor questions along with the Government responses.

2. Provide a revised Attachment A, Estimated Calendar, which is updated to provide actual base period of performance numbers.

Note that the submittal due date is no later than Tuesday, April 28, 2020 at 10:00 AM ET. Please remember to acknowledge all amendments upon submitting proposals.

Please see the continuation pages for the submitted questions and Government responses along with the revised Attachment A.

Kevin Armillotti Contracting Officer

CONTINUATION PAGE

QUESTIONS AND ANSWERS:

1. Beta.sam.gov posted a pre-solicitation and solicitation for this project however, they have different response dates. We plan to submit a proposal which response date is correct, April 22, 2020 or April 24, 2020?

Government Response: Amendment 0002 extended the response due date to no later than Tuesday, April 28, 2020, 10:00 AM ET.

1. Will you provide a tax exemption certificate to the awarded vendors?

Government Response: If and when the certificates are needed, The Government will provide them.

1. The solicitation package included the class schedule from October 2019 through September 2020, when will classes commence for this project?

Government Response: The tentative date would be June 1, 2020; however due to the COVID-19 virus, this is subject to change.

1. In preparing our proposal for this project, do you expect rates for every class posted for the Off-Station rooms or do you prefer a rate and the number of rooms available each month?

Government Response: The Government prefers a flat rate.

1. Is there a specific format required to list the lodging rates?

Government Response: Please utilize Microsoft Excel to list all lodging rates.

1. As stated in the announcement, this is a Tiered Set-Aside, our company qualifies as a small business, do you anticipate there will be multiple awards to all tiers?

Government Response: No matter the tier, only one award will be made. Please read section E of the solicitation, Evaluation Approach regarding the tiered evaluations.

1. Can we offer more than one hotel in the proposal?

Government Response: Comment by Smith, Allen: You will want to confirm with LETC (for logistics purposes—getting students to/from lodging). I think the answer would be:

“You may submit one or multiple hotels within the required radius under a single proposal to meet the lodging requirement. Note that signed commitment letters from each of the hotels will be needed.

Also note the Government’s preference of one location being the primary location and other locations as an overflow.”

Comment by Landrum, Donna C: The LETC has a certain number of vans for student transportation to offsite lodging locations and offsite meal locations. We want to keep everything as centrally located as possible. Also, some of these knuckle heads are not good drivers so we want to limit the liability as much as possible.

1. Are we to send the Past Performance Questionnaire document to government agencies we Past performance contracts or do we complete the information and send to your contracting officer to send?

Government Response: All Offerors are to send the questionnaires to customers they supported through performance, who will fill them out. The questionnaires instruct the rater to send the completed PPQ to the Contracting Officer and Contract Specialist.

1. VA Law Enforcement Training Center Lodging Survey? When we submit the proposal, do we have to complete the Survey?

Government Response: No, the survey is for the students to give feedback to awardee and the LETC concerning quality and quality control upon students staying at the hotel.

1. Template of Roster? This has to be complete by VA to provide the names of the student, correct?

Government Response: Correct, once performance begins, the Government will provide the roster of students that will be needing reservations.

1. Another Excel Sheet has Month and number – are the number listed is the total number of rooms for each month?

Government Response: Yes, but this is based upon a 100% attendance rate so LETC may not necessarily need the overall number you see. LETC has 78 dorm rooms on station and the hotel is for overflow.

1. Payment procedure.

Government Response: The instructions will be in the contract when awarded. Invoices will be submitted electronically through a Tungsten system. The awardee will send the COR a preliminary invoice for verification purposes prior to submitting the electronic invoice.

1. Could you confirm the Solicitation Proposal pricing details needs to be provided in the Form included in “SECTION B – SUPPLIES OR SERVICES AND PRICE/COST” located in page 6 of the SF33?

Government Response: Amendment 0001, posted to SAM beta on April 18, 2020, contains the correct RFP, with the correct submittal information regarding price. As stated in section E.2, Instructions to Offerors, the contractor shall submit a completed Pricing Schedule found at section B.4.

1. In the above form on “Item Number 0001” we see the dates of 10-01-2019 to 09-30-2020…Could you clarify the correct dates?

Government Response: The Government anticipates the base period of performance to be 6/1/20-5/29/21. Due to COVID-19, the Government is tentatively expected to resume classes until June 1, however that is subject to change. See Amendment 0001 posted to SAM beta on April 18, 2020.

1. The Solicitation description says: “The VA LETC requires a lodging management service to obtain acceptable overflow lodging for students at a fixed room rate for up to 300 students at a time within a 7-mile radius of the VA LETC Training Center” ….Could you confirm if the 300 Students number is a Nightly number of hotel rooms assuming Single Occupancy? (or Double?)

Government Response: No matter the number of students, the Government requires single occupancy.

1. After reviewing the attached Excel tables, we would like to clarify the following as listed on the Excel Tables with Dates and Room Listings:

Government Response: Unclear on the question

1. Should we be looking at the “Offstation Rooms” as an indication of expected number of Hotel Rooms Per Night?

Government Response: Only Offstation Rooms. Again, this is based on 100% attendance and more than likely would need less that what is on the spreadsheet. The Government has requested 35,000 rooms for the base period, having used 43,200 last year. However, as the LETC is looking at satellite locations away from home base in Little Rock, it is not expected to need as many rooms as last year.

18. Far right-hand column: “Total Monthly Rooms” …is this the expected average number of specific month’s hotel nights applicable to this Solicitation?

Government Response: Yes

19. On the Tab labelled “YRLY”, is the 67,914 number the expected number of Annual Room Nights for this Solicitation?- Government Response: No, the LETC requested 35,000. That spreadsheet is based upon the actual schedule for the time period of 10/1/19-9/30/20. Actual schedules for fiscal year 2021 have not yet been finalized.

20. Do we need to include any allowance for Meals, or just Lodging?

Government Response: Only lodging as the LETC has contracts in place for meals.

21. Does the VA require an “All-Inclusive” Per Night Room Rate inclusive of any Sales and Occupancy Taxes, or are the VA students Tax Exempt?

Government Response: The LETC will be paying the bill and is Tax Exempt.

22. Should we assume 300 Hotel Rooms per Nights X $$/Nightly Rate = Amount? (in other words, is the quote based on Total Amount per Night, or do we need to extent on a Monthly Basis as per the attached tables?)

Government Response: Total amount per night, flat rate.

23. Does the VA require an “All-Inclusive” Per Night Room Rate inclusive of any Sales and Occupancy Taxes?, or are the VA students Tax Exempt?

Government Response: The LETC will be paying the bill and is Tax Exempt.

24. Should we provide a weighted average Unitary Nightly Rate “Not to Exceed 35,000 Room Nights Per Year” applicable to the full year (01 June 2020 to 31 May 20210) without any seasonal fluctuations, or can we provide a Nightly Room Rate that fluctuates according to the seasonality? Example:

0. $ XX for Jan-March

0. $ YY for April-Sept

0. $ ZZ for Oct-Dec

Government Response: We are looking for a flat rate- 35,000 X $00.00

25. The performance work statement says lodging accommodations will be provided up to 300 students. We do not have accommodations for 300 students, is there a minimum number of lodging units required for this project? Comment by Armillotti, Kevin: See question 7.

Government Response: Depending upon our schedule, the LETC could have as many as 300 people at one time that would require lodging. It can be multiple locations, with the Government’s preference of one location being the primary location and other locations as an overflow.

26. It is also stated that the lodging facility must be within 7 miles of the LETC, and upon approval of the COR lodging may be expanded to 12 miles, what is needed to gain approval for the additional mile radius location? Comment by Armillotti, Kevin: Not crazy about this response given how it affects someone’s ability to quote.

Allen: This is problematic. If this is the case, they need to know the radius (and that 12 miles only applies during performance, and not for the purposes of Offer and evaluations). Comment by Landrum, Donna C: Agreed.

Government Response: Approval would have to come from the COR and the LETC Business manager. Example, if the City is having an event ie; Riverfest or something and their primary location is full, then the business manager and COR can approve an alternate location upon their inspection and approval.

27. Please confirm the Contracting Officer and Contract Specialist do not need to fill out the Past Performance Questionnaire - Attachment D if the CPARS report is listed in PPIRS.

Government Response: The questionnaires are to be sent to other points of contact that you choose to send them to in order to have them speak to your past performance on similar work. Those people in turn are instructed on the questionnaire to send them to the Contracting Officer and Contract Specialist of this solicitation. You may additionally not in your past performance volume if CPARS has been completed.

28. There are multiple SDVOSB companies that want to submit a proposal for this solicitation but are not on the VA VIP system. Is the government willing to extend the due to date for 30 days to allow all SDVOSBs to be properly registered on your VA VIP system?

Government Response: See section C.4, VAAR 852.219-10 VA NOTICE OF TOTAL SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESS SET-ASIDE (JUL 2019) (DEVIATION), (b)(1), which states the following:

Offers are solicited only from eligible service-disabled Veteran-owned small business concerns. Only VIP-listed service-disabled Veteran-owned small business concerns (SDVOSBs) may submit offers in response to this solicitation. Offers received from concerns that are not VIP-listed service-disabled Veteran-owned small business concerns shall not be considered.

The Government will not extend the due date for this purpose. All offerors who propose as SDVOSB concerns must be VIP verified upon submitting a response to this RFP. Otherwise, they will be evaluated in the small business tier (if applicable) and if they meet the small business size standard.

29. Will the government accept the SDVOSB self-certification on the CCR in lieu of the VA VIP System?

Government Response: No. See Answer to Question 30 above.

30. I received my 30% disability rating from the Veterans Administration, why can’t the Veterans Administration look up my disability rating in combination with my self certification on the CCR in lieu of the VA VIP System?

Government Response: Thank you for your service and sacrifice. As the Contracting Officer (CO) does not make policy regarding the mandatory use of the VA VIP system, the CO does have to abide by the policy. As such, the VA VIP System is the sole certification needed in order to be deemed a certified SDVOSB concern. You may still be evaluated under the small business tier (tier 3) assuming you meet the small business size standard.

31. Please confirm that the proposal due date is April 24, 2020 by 4:30 p.m. ET. Can this proposal suspense be extended?

Government Response: Amendment 0002 extended the proposal due date to no later than Tuesday, April 28, 2020, 10:00 AM ET.

32. A large number of hotels throughout the country, including in Little Rock, Arkansas, are currently closed due to the coronavirus pandemic. Is the Government willing to extend the proposal due date by two weeks until May 8 to allow potential offerors sufficient time to find and enter into arrangements with hotels to service the contract?

Government Response: The Government is not extending the proposal due date at this time. Comment by Smith, Allen: This might be legitimate complaint. Do we know if all hotels in Little Rock are closed? Comment by Landrum, Donna C: I called Comfort Inn, they are open and operating under certain government guidelines.

33. If the owner of a company has received a 30% disability determination from the VA, owns 100% of the company, and controls the management and daily business operations of the company, and the company is small, but the company is not listed in the Vendor Information Pages (VIP) database, will the company be considered as a Tier 1 or Tier 2 company for the purposes of evaluation?

Government Response: If an offeror is not a VIP verified SDVOSB or VOSB, it will then be in Tier Three, Small Business Concerns.

34. The solicitation contains conflicting information regarding where lodging services that must be provided. It states that lodging must be “within a 7-mile radius of the VA Law Enforcement Training Center (LETC), 2200 Fort Roots Drive, North Little Rock, AR, 72114,” but that with the approval of the COR, “the radius for lodging may be expanded to 12 miles from the VA-LETC facility.” Please confirm that offerors can propose lodging that is within a 12-mile radius from the VA-LETC facility? Comment by Armillotti, Kevin: I agree with them regarding this question. See question 26.

Government Response: The radius for this requirement is T Miles. The 12-mile radius is an administrative allowance during performance to permit temporarily providing lodging in special circumstances. All offers should include only hotels within a 7 mile radius. Comment by Smith, Allen: You need to confirm this with LETC. Comment by Landrum, Donna C: The 12 mile radius should only apply during performance to accommodate for unforeseen circumstances.

35. Is this procurement Low Cost Technically Acceptable or Best Value?

Government Response: A best value trade-off approach will be used. Please read section E of the solicitation.

36. What is the name of current incumbent who is providing lodging support to the Veterans Administration Federal Law Enforcement Training Center?

Government Response: Bluewater Management Group.

37. What are the hotel names and addresses that the incumbent currently uses for lodging support to the Veterans Administration Federal Law Enforcement Training Center?

Government Response: The Government does not intend to share this information to ensure maximum practicable competition.

38. What nightly rate is the incumbent charging for each hotel they are using for lodging support to the Veterans Administration Federal Law Enforcement Training Center?

Government Response: The Government does not intend to share this information to ensure maximum practicable competition.

39. Can the government release the board selection grading criteria for this lodging solicitation for the Veterans Administration Federal Law Enforcement Training Center?

Government Response: The criteria to be used to determine the awardee can be found in section E of the solicitation.

40. What is the anticipated award date and start date for the Veterans Administration Law Enforcement Training Center Lodging Contract?

Government Response: See the response to question #14. The estimated award date would be sometime in May, 2020.

41. Is the government more concerned about the star rating of the lodging facility or finding hotels that meet the minimum selection criteria?

Government Response: Please read section E.2 and E.3 of the solicitation, Technical Approach Evaluation. Relative weights can be found in E.2 Instructions to Offerors, Basis for Award.

42. How does the government want the proposals submitted? Hard copy, electronic or both?

Government Response: All proposal intentions, questions, and offers shall be submitted via email to the Contracting Officer and the Contract Specialist via email to Kevin Armillotti, at the email kevin.Armillotti@va.gov and Dante Ruiz, Dante.Ruiz@va.gov. Please read the solicitation, section E.2 C for all offer submission details.

43. Where do we send the technical proposal (volume one) and pricing proposal (volume 2)? Can you confirm address and response date and time?

Government Response: See response to question #42. Amendment 0002 extended the proposal due date to no later than Tuesday, April 28, 2020, 10:00 AM ET.

44. How does the Covid-19 Pandemic impact on contract award and if impacted is there any specific measures we need to take?

Government Response: It may obviously impact the period of performance given the current Federal / State quarantine parameters set forth. The Government will share updated information as warranted.

A.1 REVISED ATTACHMENT A, ESTIMATED CALENDAR

See attached document: Revised Attachment A, Estimated Calendar.