36C25925Q0172 A0001.docx

Amendment to a Previous Combined Solicitation

Amendment to a Previous Combined Solicitation

GENERAL INFORMATION

Network Contracting Office

NCO 19

6162 South Willow Drive, Suite 300 Greenwood Village CO 80111

POINT OF CONTACT*

Contracting Officer Danielle Kramer danielle.kramer@va.gov 303-712-5725

PLACE OF PERFORMANCE

POSTAL CODE

ADDITIONAL INFORMATION

AGENCY’S URL

URL DESCRIPTION

AGENCY CONTACT’S EMAIL ADDRESS

EMAIL DESCRIPTION

DESCRIPTION

Cheyenne VAMC Lodging

Questions and Answers

Question 1: My understanding is that you require hotels within 10 miles of four cities: Cheyenne, WY (82001); Loveland, CO (80538); Fort Collins, CO (80526); and Greeley, CO (80634). I have the VA medical center address for Cheyenne, WY. Should I base my research solely on the zip codes provided on the solicitation, or are there specific addresses available that you would prefer me to do my research on?

Government Response: Correct, the requirement is for hotels within 10 miles of four cities: Cheyenne, WY (82001); Loveland, CO (80538); Fort Collins, CO (80526); and Greeley, CO (80634). If the VA is unable to get appointments within a certain time frame at the VA medical centers, other doctors offices within the community are utilized for the appointments.

Question 2: If you could tell us who the incumbent was on this contract before and what the winning bid was?

Government Response: Incumbent Contractor is GOVERNMENT LODGING SPECIALISTS, BPA 36C25920A0006. Bid information will not be provided.

Question 3: Regarding the Solicitation for Veteran Lodging Services, please provide clarification to the following: If there will be vacant rooms on some days, will the contractor charge for invoices for vacant rooms?

Government Response: The VA will only be paying for rooms that are occupied by COR approved Veterans. If a room is empty, the VA cannot be billed.

Question 4: Would it be acceptable to have "run of house (RUH)" for any of the hotel locations? Alternatively, if RUH is not permitted, would it be acceptable to hold at a minimum three rooms to satisfy ADA compliance, with the remaining two rooms provided on a run of house basis (RUH)?

Government Response: Rooms are not permanently held every day, only when availability is what the VA needs. Rooms are reserved by the COR when a Veteran has an appointment in the area. Frequency will fluctuate based on need throughout the life of the BPA.

Question 5: Will an annual review for room night production and pricing be acceptable? If so, could you please specify what type of clause would be needed to include this in our proposal?

Government Response: As stated in section V of the solicitation “The price schedule will be reviewed yearly.” No clause needs to be added as this is a FAR requirement to review price schedules on BPAs on a yearly basis.

Question 6: Vacant Rooms: Will there be situations where reserved rooms remain vacant/unoccupied? If so, how should billing be handled for these vacant rooms? Are they charged at the same rate as occupied rooms, or is there an alternative mechanism for adjusting the charges based on usage?

Government Response: Rooms are not permanently held every day, only when availability is what the VA needs. Rooms are reserved by the COR when a Veteran has an appointment in the area. Frequency will fluctuate based on need throughout the life of the BPA.

Question 7: Inflation Adjustment for the 5-Year Contract: Since this is a 5-year contract, could you please clarify if we are expected to incorporate an inflation or escalation clause in our pricing?

Government Response: This solicitation will result in a Blanket Purchase Agreement (BPA) not a contract. As stated in section V of the solicitation “The price schedule will be reviewed yearly.” It is a FAR requirement to review price schedules on BPAs on a yearly basis.

Question 8: Responsibility for Transportation: Could you confirm whether the contractor’s scope includes any responsibility for transportation? The RFQ indicates that transportation to and from lodging is generally considered a Veteran responsibility unless otherwise arranged. Should our pricing include any transportation-related costs, or is that entirely outside our obligations?

Government Response: Transportation is not a part of this requirement. If the hotel has transportation available, the VA would like to know that it is available. Transportation cannot be billed to the VA.

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Amendment to a Previous Combined Solicitation