Solicitation Questions Answers Responses.pdf

PSU 307 LODGING QUESTIONS/ANSWERS

-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?

There is currently an incumbent performing lodging services. Current contract number is

70Z08424FDL950141

-Is this a new requirement?

No, multiple requests for contracted berthing have been submitted in previous years.

-What is/are the name(s) of the incumbent hotel(s) used in the past?

Hilton Carillon Park, Courtyard St. Petersburg Clearwater, Fairfield Inn and Suites St.

Petersburg Clearwater

-Will you give consideration to SDVOSB bids before General SB bids per FAR 19.203?

This requirement will adhere to FAR 19.203 in accordance with our market research results

-Considering that the AAA site only lists 7 hotels in total within a 5 mile radius of the PoP (Hiltons and Marriotts) that do have a 3 diamond rating and these hotels have an average AAA discounted peak season weekend rates ranging from $267 to $381 - will you consider removing the 3 diamond requirement and simply make it a AAA approved rating? Result - much more choice for the USCG and a better value as the hotel requirement currently only includes 7 qualified hotels but if you remove the 3 diamond - your pool of hotels to choose from in the proximity would be 35+ hotels.

Due to transportation, traveling time and operational needs, the 5 mile radius is firm. We would like to stay in this range if possible. Many hotels with this rating offer government per diem rates for military stays.

-Can you confirm that these are the correct POP dates? July 10, 2025 - June 30, 2026 Correct. Thursday July 10th 2025 – June 30th 2026. Additional nights may be requested outside of anticipated dates. This will be at KO approval ONLY through a contract modification and with a proper notice provided to contract holder.

-We are interested in knowing if there is currently a contract in place for berthing for reservists in Clearwater. If so, would you be so kind to share the contract number and the solicitation number?

Furthermore, we would be interested to hear what companies and hotels have been awarded this business. The answers to these questions help us come up with a qualitative and competitive bid.

Finally we would like to hear if you are you open to using various hotels as long as each group is at one hotel?

Please see above for contract number and hotels. We would be open to using a few hotels during the POP. Ideally no more then 3-4 during the year. Will provide feedback if hotel fails to meet our requirements.

-When booking the reservations for the hotel, will there be a CC provided to do so?

No credit card will be provided for hotel reservations

-With the berthing rosters, will the occupant’s information be provided for each room to assist with tracking and billing? If so, will the occupant provide personal CC on file when checking in for the event of unauthorized service charges? Per the SOW….” a. Contractor shall make sure alternate arrangements have been made for any charges other than that of the room charge in Contract Line Item Numbers.

b. Individual Coast Guard members will be solely responsible for any other valid charges”

-In an event that the hotel is partially booked prior to berthing schedule, will a second hotel be a option if this was to happen?

All CG members will need be housed at a single location due to transportation and operational needs.

-With the fixed pricing, will this be just for performing the reservation service or a set pricing for the rooms?

This contract is for set pricing for rooms.

-Will there be a need for any transportation rentals?

No transportation is needed for this requirement.

-If group reservations at hotels needed a contract, would the contractor be held accountable?

Furthermore, if any reservation had to be canceled, would the contractor be liable for any related costs?

The Coast Guard has no liability for any 3rd party contracts entered into by contractors.

-I wanted to confirm the below information before proceeding with submitting a quote.

• NOVEMBER 2025 - Are 26 or 36 rooms requested? The math is estimated based on 26 rooms, vice the 36 being requested, which changes the overall number of rooms needed for the year significantly. Please advise if there are 26 or 36 rooms needed.

• SEPTEBER 2026 - 05 Double occupancy rooms 19 SEP 2026 – 21 SEP 2026 o All the other rooms for this have been for 1 night, vice the two days listed here.

Can you confirm that 2 nights are being requested for this date?

• OY1, February and March 2027 dates have the year set at 2026. Can you please verify the dates estimated for February and March 2027?

• Can you confirm the number of rooms required in the base and option year?

o Base Year - Based on the dates provided in the SOW, I am estimating 2118 nights in the base year vice the 1944 estimated in the SOW.

o OY1 - Based on the dates provided in the SOW, I am estimating 2235 nights in option year one vice the 2050 estimated in the SOW.

The dates provided are estimates to give examples of what we currently anticipate needing. We currently anticipate two periods requiring berthing with different number of room nights than the usual other months - November 2025 and September 2026. The way we have the dates listed in the SOW as examples, are what we currently anticipate.

February and March 2027 are likely to change. These are anticipated place holder dates with average # of rooms needed. A 100% accurate list for 2027 dates will not be posted until Spring of 2026.

Number of nights listed at 1944 is correct. This number of room nights is what we currently anticipate, based off previous requirements.

- The place of performance MUST be within 5 miles from 15100 Rescue Way, Clearwater, FL 33762. Question. Our hotel is just across the Bay (275) and is technically 13.9 miles. Would you consider a hotel across the Bay?

Due to transportation, traveling time and operational needs, the 5 mile radius is firm.

- Was this program a part of a contracted award in the past? if so, what was the contract number?

Please see above for contract #