Q_As 10 Jul 20.pdf

HOPTEL – Temporary Lodging Solicitation 36C24720Q0530

Questions and Answers 10 Jul 20

Q1. What time would the hotels have to hold the rooms to?

A1. 7:00pm

Q2. How soon would we receive the rooming list?

A2. First list is sent around 8:00am and the 2nd updated list is sent around 2:00pm

Q3. Can you please confirm if the rooms are to be single or double rooms?

A3. Rooms can be single or double

Q4. Is there a mile radius from the address provided that is needed to be met?

A4. In accordance with the PWS section 6g14, the establishment must be within 5 miles of the Ralph H. Johnson VAMC, 109 Bee Street, Charleston SC 29401.

Q5. Who is the incumbent contractor?

A5. The incumbent contractor is Comfort Inn

Q6. Can you provide the contract or task order number?

A6. Contract number is 36C24720P0282

Q7. What is the awarded amount/current pricing?

A7. $539,404.00, this pricing only reflects the short term 1-year contract currently in place.

Q8. Are reservations made by rooming list or do individuals call in to make a reservation?

A8. Reservations are made as the physician enters the order and then the patient is placed on the manifest for the hotel.

Q9. If rooming lists are provided for reservations, how many days prior to arrival does the contractor receive the rooming list for reservations?

A9. Manifest is sent on the date of the reservation.

Q10. How many days prior to arrival are the reservations confirmed?

A10. We work to confirm 24 hours in advance.

Q11. Are the room night totals listed in the RFQ guaranteed or an estimate?

A11. They are estimates.

Q12. Are the guest checking into the hotel for one-night stays only? Ex. Item # 1 - guest will stay Sunday night only or are the guest checking into the hotel for multiple night stays Ex. Item # 2 - guest will stay Monday, Tuesday, Wednesday night and check out Thursday.

A12. Some patients may need to stay multiple nights due to their treatment

Q13. Due to Covid 19 many hotels have reduce shuttle operating times. Can shuttle service begin at 7am if alternative transportation, such as Uber, is provided and paid for by the hotel for transportation prior to 7am?

A13. Yes, if the hotel can arrange the Uber transport for the Veteran prior to 7:00am

Q14. The information provided indicates the terms are for one base year plus an optional four years. Does this mean that the VA would like to lock into the five years upfront or would they be willing to contract from year to year based on how things are going overall? If the VA allows year to year contracts, would the Days Inn be locked into hosting all five of the years until the five-year agreement is up?

A14. We cannot lock into five years upfront, as funding is only available for the current Fiscal year. However, the inclusion of the option years, allows for flexibility to extend the term of the contract, reference clause 52.217-9. In doing so, we will evaluate pricing for all five years, as its typically in the best interest of the Government to continue services with the awarded vendor beyond the initial term of the contract (base year).

Q15. Can the complimentary breakfast be provided by the hotel in a pick-up grab and go type style arrangement?

A15. Yes

Q16. Is the required complimentary breakfast for the Veteran only?

A16. No

Q17. Is the required shuttle service for the Veteran only?

A17. No.

Q18. Does the shuttle service need to be provided directly by the hotel? Can the hotel subcontract out this service?

A18. Shuttle service may be provided as a subcontractor. The awardee will be responsible for all items/issues with the Government. The subcontractor will need to adhere to section 6c of the

PWS.

Q19. Regarding the request for referral letters, the hotel has never done a large-scale operation as to the one that is being requested; however, we could supply some references on repeat guests once we obtain their permission.

A19. References will be accepted as referral letters.

Q20. The request for hotels to hold a certain number of rooms for each specific night of the week

– are those rooms guaranteed to be picked up? What would the cutoff date be for the hospital to submit reservations?

A20. In accordance with the PWS, section 8 Payment, the contractor may bill for no-shows. As for the reservations please reference questions 8-10 for information about reservations.

Q21. The contractor is providing transitional lodging?

A21. No, the veteran will only be staying for the duration of his/her appointment.

Q22. The contractor is providing shuttle services, from the lodging locations to and from VAMC?

A22. Yes.

Q23. Will the level (2) status of the state's reopening effect the volume of occupancy at any given time?

A23. No, the occupancy rate will not be affected by Level 2 reopening of the state.