RFQ 70LGLY25QGLB00005 questions and answers.pdf

Off Center Lodging April through September 30, 2025

70LGLY25QGLB00005

Questions and Answers

1. Question: We would like to get clarification in regard to the estimated number of rooms for each month. We see that there is estimated total rooms of 2745 will that be split evenly across the months?

Answer: As stated in Section C of the RFQ: “The Government has a requirement for an estimated 2754 rooms for the time period of April 01, 2025, through September 30, 2025, for lodging students. This number is subject to change based on needs of the Government due to class changes, including but not limited to cancellations; additions; etc. The number is total rooms and will be broken down by class. At this time the Government does not know the specific arrival dates or departure dates because classes are still registering. Specific classes with number of students, arrival dates, and departure dates has not been finalized. Classes will arrive at different dates though out the months of April 01, 2025, through September 30, 2025. Rooms will be ordered for the number of students in one (1) class.” The Government does not know the estimated number of rooms for each month. The total will not be split evenly across months.

2. Question: Is the contractor required to be at the location or is there a POC there already in place?

Answer: See Section B, paragraph H and Section C, paragraph 1.2.1: “Designate in writing at time of proposal, the name of the Program/Hotel manager and alternate. The designees shall be assigned to the facility and available to meet with the CO and/or COR at the facility between the hours of 8:00 am and 4:00 pm ET Monday through Friday, weekends, and federal holidays. The designees must be able to act on all contract matters. The employee’s designation shall include at the minimum, the name, business email, and office phone number. If the designated point of contact leaves employment, the contractor must provide the Government with the new point of contact within four (4) hours of notification of employment termination.”

3. Question: It is my understanding that filling out the "Hotel Services and Price Form" and submitting it via email would satisfy FAR 52.212-1, 52.212-2, and 52.212-3 and make my bid valid. I won't need to attach any additional information or documents. Please confirm or let me know what else needs to be done/submitted.

Answer: See Section F, paragraph F.1 Addendum to 52.212-1, subparagraph b. The fourth paragraph is bolded and states: “The following must be submitted. Do not alter or paraphrase this information”.

4. Question: Regarding Line I on the "Hotel Services and Price Form", I have completed the annual representations and certifications electronically in SAM. So would I just circle "Yes". I was also unclear what I need to write in the blank line to satisfy this section, if you could please explain what needs to be done, that would be great!

Answer: If your Representations and Certifications are registered in SAM; then you would circle yes. Also, as stated in Section B, paragraph I: “If yes, fill out the following paragraph b of 52.212-3. If no; then submit a complete copy of 52.212-3.” Thus, if you mark yes, then you would fill in the blank under Section I, paragraph (b), subparagraph (2) with N/A unless you have an exception. If your representations and certifications are not in SAM.gov; then you would select No; and would submit with your quote, a completed copy of 52.212-3 filled out.

5. Question: Regarding line J, I did not see any amendments listed with the solicitation, if you would please confirm that there are no current amendments.

Answer: As of 10:00 am ET, March 13, 2025, there are no Amendments to this RFQ. However, as stated in the RFQ in Section A: “It is the contractor’s responsibility to monitor sam.gov for any amendments or changes to this RFQ. As stated in 52.212-1 below, all amendments must be acknowledged and submitted with your quote. Acknowledging an amendment is reviewing the amendment and filling in Block 8; signing the first page; and submitting JUST the first page of the Amendment Standard Form 30 (SF30) with your quote. If an Amendment is issued and not acknowledged; then the quote will be considered unacceptable and will not be evaluated nor eligible for an award. See F.1 52.212-1 Instructions to Offerors – Commercial Products and Commercial Services.”

6. Question: Would you be able to provide a blank version of the form with the required fields highlighted? This would help ensure that I complete it accurately and do not overlook any necessary information.

Answer: All paragraphs of Section B – Hotel Services and Prices Form should be completed even if it is a N/A with the exception of paragraph J.

7. Question: This line item 002- N/A - double occupancy does not apply in our hotel due to we do not have separate bedroom. However, we considered this a double queen which a single occupancy.

Answer: Double occupancy is two (2) students per room. Rooms are to have two (2) beds. If you mark Line Item 002 as N/A; then no double occupancy class can be lodged at the hotel.

8. Question: In Section A this was quoted: “Set Aside Requirement. This commercial item acquisition will be a 100% set aside for small business competition with a geographical restriction an area within 40 driving miles from the Federal Law Enforcement Training Centers (FLETC) Front Gate for hotel/motel rooms with inside room entry only. The address for the front gate is 1131 Chapel Crossing Road, Glynco (Brunswick), Georgia. The associated North American Industry Classification System (NAICS) code is 721110 with size standard $40M.”

This paragraph is creating confusion. Can all small businesses participate or is it for area restricted businesses?

Answer: Only small business that are physically located with 40 driving miles from FLETC ‘s front gate can participate in this RFQ.

9. Question: Additionally, how many double and single occupancy rooms will be needed? And what is period of performance?

Answer: See Question 1.

10. Question: Hotel is undergoing renovation. Since the property is still closed at this moment and will re-open by April - May 2025 time frame. However, our SAMS is now active. Do we qualify to solicit the Off-center lodging from April 2025 through Sept. 2025? We are not on any of the 3rd party contract.

Answer: As stated in Section C, paragraph 2, subparagraph 2.1, sub subparagraph g:

“Hotel/motel cannot be in any phase of remodeling.” Thus, if an inspection of the hotel/motel is required as per Section F, paragraph F.2, subparagraph Step 3; and the hotel is in a phase of remodeling; then the hotel/motel does not meet the requirements of the RFQ. Also as stated in Section F, paragraph F.2, subparagraph Step 3: “The hotel will be notified within 24 hours when inspection is to take place. The hotel will be given one (1) opportunity for an inspection.

Inspections will be the date the Government decides and cannot be changed unless the hotel is at full capacity. If a hotel refuses an inspection, is not ready for an inspection, or fails to pass the inspection; then the hotel cannot be considered for an award.” Being part of a 3rd party contract has no bearings on a hotel/motels or quote acceptance.

11. Question: We are performing independent research on the Combined Synopsis/Solicitation (70LGLY25QGLB00005). We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

Answer: As stated in several of the previous RFQs that were issued for Off Center Lodging for different dates for questions and answers: “This is not a new contract. There have been multiple purchases orders awarded for these services under separate Request for Quotes (RFQs). Due to the numerous awards under separate RFQs, the award information cannot be provided under this request.”