Questions and Answers 36C24726Q0186.pdf

Questions & Answers 36C24726Q0186

1. Please confirm that the Government’s projected volume of approximately 1,050 room nights per year is the best estimate for pricing assumptions for all years, and that this figure includes both Veterans and approved companions together.

Answer: Approximately 1,050 room nights are anticipated annually. This estimate may increase or decrease based on actual facility needs. This requirement applies to VA-referred Veteran beneficiaries and authorized accompanying individuals.

2. The PWS states that all rooms “must be standard double rooms and handicap accessible.” Can the Government clarify whether:

• a) Every room counted toward the daily availability requirement must be both double and ADA-compliant, or

• b) A mix of ADA and non-ADA doubles is acceptable so long as ADA demand is fully met?

Answer: All rooms must be standard double rooms and handicap accessible. A mix of ADA and non-ADA rooms is not acceptable.

3. Is the Government willing to consider a tiered pricing structure (e.g., one rate for standard double ADA rooms and a separate rate for larger suite-type rooms if used at VA request), or must there be a single flat nightly rate per CLIN?

Answer: A single flat nightly rate per CLIN. One rate for standard double ADA rooms.

4. Are there any anticipated seasonal surges (e.g., specific months or clinic programs) that would materially affect room usage so they can be reflected in staffing and shuttle planning assumptions?

Answer: The anticipated high-use period is from April through August each year.

5. Please confirm the required shuttle operating window is 6:30 AM to 8:00 PM daily, including weekends, with a maximum pickup wait time of 30 minutes for Beneficiaries.

Answer: Confirmed, Shuttle service must be provided daily between 6:30 AM and 8:00 PM with a maximum pickup wait time of 30 minutes for Beneficiaries.

6. For ADA purposes, does the Government require that the lodging contractor’s shuttle fleet itself be wheelchair-accessible, or will it accept a documented arrangement with a third-party accessible transportation provider that offers equivalent coverage (same service hours and response time)? Most of the local hotel will not have ADA complaint wheelchair shuttle transportation and this is likely needs to be addressed.

Answer: The solicitation doesn’t specify ADA compliance/handicap accessibility for shuttle service.

7. For the special renal transplant airport transportation scenarios, can the Government confirm:

• a) Typical weekly volume (number of patients per week/month), and

• b) Whether luggage handling and meet-and-greet inside the terminal are expected, or curbside pickup/drop-off is sufficient?

Answer:

a) The typical volume for special renal transplant airport transportation is 1 to 3 patients per month.

b) Curbside pickup/drop off is sufficient. The contractor will be given the patient's contact information for pickup/drop details.

8. Are there any maximum one-way travel time expectations (in minutes) between the hotel and BVAMC that contractors should use when selecting properties within the seven-mile radius?

Answer: There is no time expectation in terms of minutes.

9. Will the Government conduct a pre-award site inspection for all technically acceptable offerors, or only for the apparent successful offeror?

Answer: The Government will conduct site inspections for all offerors that aren’t excluded from award consideration.

10. Are there any minimum external security measures (e.g., CCTV coverage of entrances, parking lot lighting standards) beyond what is already stated in the PWS that should be assumed in pricing?

Answer: Security requirements include functioning door locks and video surveillance.

11. For price reasonableness, will the Government evaluate proposed rates against the FY 2025 Birmingham lodging per diem, or another benchmark (e.g., independent market data)?

Answer: Price fair and reasonableness may involve a combination of factors.

12. Is a proposed VA rate that is modestly above GSA per diem acceptable if justified by location (within the seven-mile requirement), shuttle scope, and accessibility features, or does the Government expect rates at or below per diem?

Answer: This question is not clear. The government encourages all Offerors to submit their best pricing.

13. Does the Government prefer a single flat nightly rate for all nights of the year, or would a two-season structure (e.g., peak vs. off-peak) be considered, assuming overall cost remains competitive?

Answer: A single flat nightly rate per CLIN.

14. Please confirm that the Government will only be billed for nights actually occupied or not cancelled within the 24-hour cancellation window, and that there will be no minimum-use guarantee beyond that.

Answer: The Government will not reimburse for rooms cancelled with at least 24-hour notice.

15. How should the contractor handle situations where a Veteran checks out early without VA notice - should the hotel continue to hold and bill for the room until VA provides updated authorization, or stop billing as of checkout date with same-day notice to VA?

Answer: The Contractor must notify the VA immediately. The Government will not reimburse for rooms cancelled with at least 24-hour notice.

16. Does the Government permit charging for same-day cancellations or no-shows when less than 24 hours’ notice is provided, and if so, should that be billed at the full nightly contract rate?

Answer: Rooms cancelled without 24-hour notice may be billed at the contracted rate.

17. For the quarterly performance meetings, should contractors assume in-person attendance at BVAMC, or will virtual/remote participation be acceptable?

Answer: In-person attendance is not required. Meetings will be virtual.

18. Can veterans provide their own credit cards to cover incidentals, or, if not, how will incidentals be handled?

Answer: The Government will only cover amenities or incidentals identified as authorized in the solicitation. The lodger will be responsible for all other costs.

19. Do all guest rooms need to be ADA-accessible? If yes, are roll-in showers required?

Answer: All rooms must be standard double rooms and handicap accessible.

20. Will a tax-exempt form be accepted for state and local taxes?

Answer: The Government is tax-exempt. The Birmingham VAHCS can provide a tax-exempt form.

21. Can multiple hotels be used to accommodate the total number of rooms needed?

Answer: Yes, the contractor can use multiple hotels, as long as each lodging facility meets the requirements outlined.

22. Is it required that the hotel rooms include kitchenettes?

Answer: Reference paragraph 4.3.3 of the solicitation.