Attachment A - Vendor Questions.pdf

Temporary Lodging Service 36C24822Q1708

Questions/Answers

Question 1: For which dates of each month the rooms are required?

Answer: The rooms are required 5 days a week, Monday thru Friday.

Question 2: 18 rooms will be used for 261 consecutive days or there will be some days off?

Answer: The rooms are required 5 days a week, Monday thru Friday.

Question 3: If vendor submit the proposal only for base year, will it be considered acceptable, or a vendor will have to submit proposal for all years?

Answer: To be eligible for award, all vendors are to submit a quote for base and four option years.

Question 4: How far in advance might reservations be made?

Answer: Reservations may be booked as far as 6 months in advance with the average reservation being made within 3-7 days from check in date.

Question 5: Are there 18 rooms that must be available every day, which means there must be at least 18 reservations?

Answer: The 18 rooms are required 5 days a week, Sunday thru Thursday. Vendors are required to hold 18 rooms until 4:30pm. Those rooms that are not utilized by then can be released for public use.

Question 6: Does an existing contractor provide these services? If so, please give company name and the contract value?

Answer: This information can be obtained through FOIA request at https://www.foia.gov/

Question 7: What is the process of getting approved for contractual relationship (sub-contractor)?

Answer: The Department of Veterans Affairs does not have a process for approving contractual relationship. That is set up between individual vendors.

Question 8: I see reservations will be communicated via Fax. Will there be a preliminary room list? Will this list be by week or month?

Answer: Reservations are sent daily (multiple times a day in some cases) to communicate the upcoming reservation request. Rooms listing is not provided by the Bay Pines VA, however, special accommodations such as room on 1st floor, or 2 beds in room request will be sent at time of original reservation request. An accumulative list will be sent daily to confirm the reservation for the respective day.

Question 9: Will there be last minute reservations?

Answer: Reservations should be allowed up to the 4:30pm time frame, which after any unused rooms may be released and available for public use. The Bay Pines VA may also ask the hotel to allow late reservation request on a case-by-case basis. The Bay Pines VA will make every effort to reserve timely to avoid these requests.

https://www.foia.gov/

Question 10: How do we handle no shows? Normally the Hotel will charge one night.

Answer: No show reservations may be charged at one night if cancellation notification is not received the day of check in by no later than 4:30pm

Question 11: Are the arrivals based on check in time? Departures on Check out time?

Answer: Arrivals will follow the current standard of check in 3:00pm and check out time 11:00am.

Question 12: I see a mention regarding shuttle. We do not have that service. Is that mandatory for bidding?

Answer: Shuttle transportation is a requirement of the contract and mandatory for bidding. The perspective hotel must be able to make (multiple trips per day) between the hotel and VA Healthcare Center. First shuttle departure from hotel must start no later than 8:00am.

Question 13: Will we be allowed blackout dates?

Answer: Blackout dates are not allowed. The Bay Pines VA Health Care system requires access to all contracted rooms Monday (Sunday Check in) through Friday (Friday check out)

Question 14: Is the bid only open for 5 years? Will a bid of two years be accepted?

Answer: The solicitation is structured for a 1 base year +4 optional years for a total of 5 years. Shorter bids will not be considered at this time.

Question 15: Will seasonal rates be accepted?

Answer: Seasonal rates will not be accepted. Any proposed rate must be for room and lodging only. Rates must be free of taxes surcharges, parking or any additional cost. Additionally, the rate will be locked in that contract term period and is not subject to seasonal increases or decreases.

ALL QUOTES ARE DUE 9/16/2022 BY 4PM EST VIA EMAIL TO ANNETTE.WHITFIELD@VA.GOV

mailto:ANNETTE.WHITFIELD@VA.GOV