S06 36C24924Q0422 0001 ANSWERS TO QUESTIONS Lodging Rooms 9-19-24.pdf

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)

1 7

0001 0

Department of Veterans Affairs Network Contracting Office 9 (90C)

NCO 9

1639 Medical Center Parkway, Suite 204 Murfreesboro TN 37129

90C

Network Contracting Office 9 Department of Veterans Affairs Network Contracting Office (90C) 1639 Medical Center Parkway Suite 204 Murfreesboro TN 37129

To all Offerors/Bidders 36C24924Q0422

X

X X

9-24-2024 2pm CST

See CONTINUATION Page x 1

THE PURPOSE OF T

HIS AMENDMENT IS TO ANSWER QUESTION ASKED FROM RFQ 36C24924Q0422, and extend the submission date to

9-24-2024 at 2pm CST.

SEE PAGES 2- 4 FOR ANSWERS, PAGE 5 FOR TABLE AND PAGE 6-7 FOR Cost/Price Schedule.

36C24924Q0422 Lodging Rooms Questions

1. Is there an estimate of how many parking spaces are needed?

5 parking spaces per week as per table below

2. Is complimentary breakfast requested?

Not required

3. Will this requirement be awarded to one vendor or multiple vendors?

One

4. The solicitation requires 5 years of pricing information, however, the per diem rate for years beyond the current year is unavailable, will the awarded vendor be allowed to adjust rates after the per diem rates are announced each year?

No, quote as all-inclusive pricing

5. Will the hotel be allowed to maintain guests' credit cards on file for incidental charges and damages?

No, but VA referred occupants are responsible for incidentals and damages

6. Will a tax-exempt form be provided?

Contract is federal tax exempt

7. In the event parking is not complimentary, will parking vouchers be added to the Purchase Order or will guests pay for this separately?

Will not be added to purchase order

8. Will we be utilizing the Invoice Processing Platform (IPP), the Wide Area Workflow, or another system for invoicing?

Block 18a:

FSC e-Invoice Payment http://www.fsc.va.gov/fsc/einvoice.asp Invoice Setup Information 1-877-489-6135 Invoice must be submitted electronically

9. Is there a current awardee for this contract or is it a new requirement? If there is a current awardee, what is the solicitation number?

No

10. For the first group scheduled from September 22, 2024, to September 27, 2024, will the guests check out on September 27, 2024, with their last night being September 26, 2024?

Yes, five-night stay from Sunday check in and checking out Friday

11. When invoicing, is it mandatory to include a guest sign-in sheet? If required, will the client provide a template, or should the contractor use their own?

No sign-in sheet

12. Clarify if the 425 room nights is correct?

26 weeks at 5 rooms every other week, 130 per year as per table 1 below

13. Are third-party travel management companies allowed to respond to this solicitation?

Yes, as long as the contractor meets the SBA small business standard

14. To confirm, the contractor does not need to be an SDVOSB or VOSB to respond to this requirement?

Correct, this is a small business set-aside

15. Are shuttle services needed from the hotel to the James H. Quillen VA Medical Center?

No

16. Does access to the rooms need to be through entry doors inside the hotel?

No

17. Is the figure of 425 rooms a fixed requirement, or is there flexibility in this number?

26 weeks at 5 rooms every other week, 130 per year as per table 1, and Cost/Price Schedule below

18. The solicitation mentioned the need for 5 rooms per night over 5 days for each date block. I would appreciate clarification to ensure a comprehensive understanding of the solicitation details.

26 weeks at 5 rooms every other week, 130 per year as per table 1, and Cost/Price Schedule below

19. Clarify if having every room fully ADA compliant is a strict requirement, or if there is any flexibility, given that a certain percentage of the rooms would meet the necessary ADA standards.

Yes, each unit shall be handicap accessible per ADA standards for accessible design (standard), 28 C.F.R. pt. 36, Appendix A

20. We understand the government wants the best price, usually the per diem rate. In order for a for profit business to make money we would need to quote higher than the per diem rate to show profit. Is it ok to add a project management fee?

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government

21. The description says "requires the use of 425 nights of furnished hotel or motel rooms per year." The attachment shows 425 for 5 years.

26 weeks at 5 rooms every other week, 130 per year as per table 1, and Cost/Price Schedule below

22. The daily lodging rate for that area of Tennessee is $110 per room (gsa.gov). Does this mean that room rates should be $110 per night or less to be in contention for this contract?

The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government

23. Do you require single or double occupancy rooms?

Single

24. Would it be possible to consider accommodations within a 8 mile radius instead?

No

25. Do you require a specific hotel class for this contract?

Yes, minimum AAA 3 rating

26. Will hotels with exterior doors be acceptable?

Yes

27. Is this a new contract?

Yes

28. If not new, who was the past incumbent, and what is the contract number?

Incumbent, CARNEGIE HOTEL INVESTORS, L.P 10-1-2017 – 9-31-2022

29. Do you have a target date or date range for the final award decision?

In FY24

Table 1 NEO Start Date

NEO End Date Number Rooms Needed

10/6/2024 10/11/2024 5 10/20/2024 10/25/2024 5 11/3/2024 11/08/2024 5 11/17/2024 11/22/2024 5 12/1/2024 12/6/2024 5 12/15/2024 12/20/2024 5 12/29/2024 1/3/2025 5 1/12/2025 1/17/2025 5 1/26/2025 1/31/2025 5 2/9/2025 2/14/2024 5 2/23/2025 2/28/2025 5 3/09/2025 03/14/2025 5 3/23/2025 3/28/2025 5 4/06/2025 4/11/2025 5 4/20/2025 4/25/2025 5 5/04/2025 5/09/2025 5 5/18/2025 5/23/2025 5 6/1/2025 6/6/2025 5 6/15/2025 6/20/2025 5 6/29/2025 7/4/2025 5 7/13/2025 7/18/2025 5 7/27/2025 8/1//2025 5 8/10/2025 8/15/2025 5 8/24/2025 8/30/2025 5 9/7/2025 9/12/2025 5 9/21/2025 9/26/2025 5

Cost/Price Schedule

All interested companies shall provide quotations for the following: Services

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT

UNIT

PRICE AMOUNT

130.00 DY __________ ________

Hotel accommodations for 130 CBOC NEO Lodging Rooms YR - Employee Orientation and Education Offerings.

Ordering Period 1 of 5 POP Begin: 09-30-2024 POP End: 09-29-2025 PRINCIPAL NAICS CODE: 721110 - Hotels (except Casino Hotels) and Motels PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation

- Travel/Lodging/Recruitment: Lodging, Hotel/Motel

2001 130.00 DY __________ ________

Hotel accommodations for 130 CBOC NEO Lodging Rooms YR - Employee Orientation and Education Offerings.

Ordering Period 2 of 5 POP Begin: 09-30-2025 POP End: 09-29-2026 PRINCIPAL NAICS CODE: 721110 - Hotels (except Casino Hotels) and Motels PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation

- Travel/Lodging/Recruitment: Lodging, Hotel/Motel

3001 130.00 DY __________ ________

Hotel accommodations for 130 CBOC NEO Lodging Rooms YR - Employee Orientation and Education Offerings.

Ordering Period 3 of 5 POP Begin: 09-30-2026 POP End: 09-29-2027 PRINCIPAL NAICS CODE: 721110 - Hotels (except Casino Hotels) and Motels PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation

- Travel/Lodging/Recruitment: Lodging, Hotel/Motel

4001 130.00 DY __________ ________

Hotel accommodations for 130 CBOC NEO Lodging Rooms YR - Employee Orientation and Education Offerings.

Ordering Period 4 of 5 POP Begin: 09-30-2027 POP End: 09-29-2028 PRINCIPAL NAICS CODE: 721110 - Hotels (except Casino Hotels) and Motels PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation

- Travel/Lodging/Recruitment: Lodging, Hotel/Motel

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT

UNIT

PRICE AMOUNT

130.00 DY __________ ________

Hotel accommodations for 130 CBOC NEO Lodging Rooms YR - Employee Orientation and Education Offerings.

Ordering Period 5 of 5 POP Begin: 09-30-2028 POP End: 09-29-2029 PRINCIPAL NAICS CODE: 721110 - Hotels (except Casino Hotels) and Motels PRODUCT/SERVICE CODE: V231 - Transportation/Travel/Relocation

- Travel/Lodging/Recruitment: Lodging, Hotel/Motel

GRAND

TOTAL