Questions and Answers-36C24726Q0298.docx

Questions and Answers 36C24726Q0298, Hoptel Lodging Services

1. Historical Occupancy Data: Can the Government provide the average monthly room nights utilized over the previous 12-month period?

Answer: 275 is the monthly average.

2. Peak Demand Patterns: Are there specific days of the week or months of the year where the "Estimated Quantity" is consistently exceeded?

Answer: Most rooms are needed Sunday-Thursday. Fri-Sat usage rarely exceeds 3 rooms per night.

3. Room Type Mix: Should the quote be based strictly on Standard King/Double Queen rooms, or is there a specific percentage of ADA/Handicap Accessible rooms required for each night's block?

Answer: The rooms requested will be double queen. Other rooms may be provided upon request as long as there is no additional cost to the Government. Handicap accessibility only needed upon request.

4. Shuttle On-Call Requirements: The PWS specifies "shuttle services." Does the Government require a dedicated shuttle 24/7, or is "on-demand" (e.g., within 30 minutes of request) acceptable?

Answer: The PWS doesn’t specify a 24/7 dedicated shuttle. Per PWS paragraph 7.11, Beneficiaries must be picked up within 30 minutes of requesting shuttle services, or at the specific time specified if prior request was made.

5. Wheelchair Lift-Equipped Vehicles: Does the Government require that 100% of the shuttle fleet be ADA-compliant with wheelchair lifts, or only a specific portion?

Answer: Wheelchair accessibility is not required. See PWS paragraph E for shuttle specifications.

6. Alternative Transportation: In the event of a shuttle mechanical failure, does the Government authorize the use of secondary services (e.g., Uber/Lyft/Taxi) to be reimbursed as a pass-through cost?

Answer: The contractor must provide shuttle service as a default as prescribed in the solicitation. Uber and Lyft may be utilized to meet the requirement of transportation only as a backup provided it meets the needs of the patient, and at no additional cost to the veteran or to the Government.

7. Standardized Route: Will the shuttle operate on a fixed loop between the hotel and the Ralph H. Johnson VAMC, or must it provide transport to auxiliary clinics or pharmacies as well?

Answer: Appointments for Hoptel are primarily at the Ralph H. Johnson VAMC. A small number of patients may require shuttle to the Medical University of South Caroline (MUSC) or Roper Hospital, which are in close proximity of the VAMC.

8. Cancellation Lead Time: What is the Government’s required "No-Penalty" cancellation window? (e.g., 4:00 PM day of arrival vs. 24 hours prior).

Answer: There are no penalties. Per PWS paragraph 7.A, Rooms shall be released back to the hotel as vacancies.

9. "No-Show" Billing: If a veteran fails to arrive and the VA does not cancel the reservation, is the contractor authorized to bill for the first night at the contract rate?

Answer: The contractor is not authorized to bill for no-show. Per PWS paragraph 7.A, Rooms shall be released back to the hotel as vacancies.

10. Early Check-In / Late Check-Out: Given that veterans may have early procedures or late discharges, will the Government allow for flexible check-in/out times without additional "day use" fees?

Answer: Early check in/late check out may be provided by the contractor if available at no additional charge.

11. Biohazard Protocol: Will veterans ever be discharged to the hotel with wound care needs or medical equipment? If so, does the Government provide biohazard disposal, or is that the contractor's responsibility?

Answer: Guest Responsibility. This should be extremely rare if at all.

12. Emergency Intervention: If a veteran experiences a medical emergency on-site, what is the specific reporting protocol to the VAMC beyond calling 911?

Answer: After 911 call, please contact Eligibility Department during business hours, AOD after hours, weekends, holidays and inform them of the transport. Per PWS paragraph 7.D.1, In the event a VA referred beneficiary is in an emergency situation of any kind, the Contractor shall contact the 911 emergency medical services to respond to the emergency. Once the emergency has been resolved the Contractor shall notify the Contracting Officer Representative or designated representative.

13. Service Animal Policy: Does the Government acknowledge that all veterans with service animals (including emotional support animals as defined by VA policy) must be accommodated without "pet fees," regardless of the hotel's standard pet policy?

Answer: Yes.

14. Taxes and Exemptions: As a Federal contract, will the Government provide a Tax-Exempt Certificate for all stays, or is the contractor expected to include non-exempt local lodging taxes in the base room rate?

Answer: The Government will not provide a tax-exempt certificate. Inclusion of taxes is at the discretion of the contractor.

15. Escalation during Option Years: Given the volatility of the Charleston lodging market, will the Government consider an Economic Price Adjustment (EPA) clause for Option Years 1-4 based on the Consumer Price Index (CPI) for Lodging?

Answer: This will not be an EPA requirement, and the EPA clause will not be included.

16. Incumbent and prior contract context: Is there a current or recent incumbent performing this requirement, and if so, what is the incumbent name, contract number and / or award amount?

Answer: The incumbent is Mother Daughter Contracting Services, LLC. The contract number is 36C24721P0072.

0. If there's an Incumbent has there been any significant "Change in Scope" or increase in the number between the incumbent's award and this 2026 solicitation?

Answer: The scope for this requirement is described in the solicitation.

0. Can you provide hotels / lodging previously used?

Answer: The government will not provide the hotel / lodging previously used.

17. Past Performance Relevancy: For the "recency and relevancy" evaluation, will the Government consider commercial contracts of similar scale, or is "Hoptel" specific experience heavily weighted?

Answer: All past performance will be evaluated in accordance with 52.212-2 of the solicitation.

18. Proximity Weighting: Is there a maximum mileage radius from 109 Bee Street that the Government considers "unacceptable" for shuttle transport times, regardless of price?

Answer: 5-mile radius

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

Answer: All incidentals are to be billed to veteran. Veterans are informed that they must provide a credit card for incidentals upon check-in.

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

Answer: No. Handicapped accessible rooms need to be available per applicable laws, but the majority of our guests will only require double rooms.

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

Answer: The Government will not provide a tax-exempt form.

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

Answer: Yes, Provided they comply with all the solicitation requirements.

23. Would the kitchenettes need to include stovetops, a dishwasher, and pots and pans for cooking? If so, would plug-in stovetops be acceptable?

Answer: Per PWS paragraph 7.C.3, amenities include, at a minimum, a microwave or kitchenette, refrigerator, television, and telephone for local calls.

24. Would a mini fridge work, or would it need to be a full-size refrigerator?

Answer: Yes, a mini fridge is acceptable.

25. The PWS references availability of up to 75 rooms per week. Based on the CLIN quantity of 3,900 units annually, can the Government confirm that this refers to 75 room nights per week, rather than 75 simultaneous rooms?

Answer: This refers to 75 rooms per week.

26. Historically, what has been the average number of rooms actually occupied on a weekly basis?

Answer: Averaged 60-75 per week.

27. The PWS states that lodging requests will be provided by the VA the day before rooms are required, and that unreserved rooms should be released back to the hotel by 7:00 PM ET.

Can the Government confirm that the 7:00 PM release time applies to rooms requested for the following day, rather than the same day of arrival?

Answer: 7:00 PM Day of Arrival For example, if the VA provides Tuesday lodging needs on Monday, would any unused rooms be released to the hotel at 7:00 PM Monday evening?

Answer: Based on the example, the rooms shall be released back to the hotel on 7:00 PM Tuesday.

28. If a room is reserved based on the VA’s request and the beneficiary does not arrive on the scheduled date, will the Government be responsible for the room night?

Answer: The Government will not pay for no-shows. Per PWS paragraph 7.A, Rooms shall be released back to the hotel as vacancies.

29. Regarding transportation, may a shuttle service be provided by the partner hotel, or must it be directly operated by the contractor?

Answer: The Government isn’t specifying the contractor’s method, only that the services are provided in accordance with the solicitation. As long as service is provided in accordance with the requirement description, including inspection upon request, then this is not a concern. All arrangements must be made directly through the contractor.

30. The price/cost schedule template has a single price per unit. Should the transportation related costs be included with the lodging rate or priced separately?

Answer: There is no separate line-item for shuttle. Per ADDENDUM to FAR 52.212-1, the prices for each line item must be inclusive of all costs and fees to provide the services, [including shuttle service].

31. Are veterans typically assigned single occupancy rooms, or should pricing assume potential double occupancy for veterans traveling with companions?

Answer: The rooms requested will be double queen. Other rooms may be provided upon request as long as there is no additional cost to the Government.

32. Will a Tax Exemption Certificate be issued?

Answer: The Government will not provide a tax-exempt certificate.

33. Is there an incumbent or is this a new contract? If there is an incumbent, can you provide the contract number for the previous award?

Answer: The incumbent is Mother Daughter Contracting Services, LLC. The contract number is 36C24721P0072.