Final Questions and Answers for Solicitation DJA12RFP0001.doc

Solicitation Questions and Answers:

(1.) Regarding the requirement for accommodations for eight students, would that be for a guaranteed minimum of eight rooms every day for the base year?

-This would be at least one class per year containing at least 8 students in the class. Class length could be 6 – 16 weeks…all contingent upon funding.

(2.) Can I assume that the dogs will only be in the rooms with their trainer/ATF personal?

-There will possibly be times that the canine is left unattended in the room. Each student is provided a crate to house the canine within the hotel room.

(3.) Will they have their own transportation or is it being requested of the hotel to provide?

-The students will provide their own transportation.

(4.) I was interested in learning more about the recent solicitation above that was just released on FBO. Can you please advise on whether this is a new requirement or a recompete? If it is a recompete, can you also provide the previous solicitation # as well as whom the incumbent is?

-This is a new requirement. It is different from the previous solicitation as the selection may be one or more vendors. The previous award solicitation was the Quality Inn in Front Royal, VA. Their solicitation number for the last award was DJA06D000042.

(5.) We are interested in responding to the above referenced solicitation. Can you tell me if there has been a previous award for this requirement? If so, can you tell me which lodging establishments were used and what rate was offered? Also, can you provide the average length of stay for each student? The solicitation says that the lodging facility must be able to provide lodging for a minimum of 8 students per year – is there a maximum number of students expected?

-This is a new requirement due to the fact that the selection may be one or more vendors. There would be at least one class per year containing at least 8 students in the class. Class length could be 6 – 16 weeks…all contingent upon funding. Classes may overlap if funding allows. The previous award solicitation was the Quality Inn in Front Royal, VA. Their solicitation number for the last award was DJA06D000042. The per diem rate paid was $77.00.

(6.) I would like to know how many rooms will be needed daily.

-There would be at least one class per year containing at least 8 students in the class (maximum class size may be up to 16 students). Class length could be 6 – 16 weeks…all contingent upon funding. Classes may overlap if funding allows. Rooms will be needed for the student during class times only.

(7.) I have gone thru your solicitation # DJA12RFP0001 and came across the FEMA Certification Number request on page 13 of the contract. When I went to the FEMA page, there were approximately 20 different categories (flood, catastrophic, etc) with prices ranging from $700 - $8,000+. Can you please give me the exact certification I need, where I can apply for the certification and how much it will cost my company.

-The U.S. Fire Administration (USFA), a part of the Federal Emergency Management Agency (FEMA), is tasked with maintaining and publishing the Hotel and Motel Fire, Safety Act of 1990 Master List of all establishments that meet the fire-safe requirements. Lodging facilities must register with USFA and get their state’s approval that they are fire-safe in order to be added to the Master List. To find out if an establishment is fire-safe, review the list at www.usfa.dsh/gov/applications/hotel.

(8.) In this solicitation you mention two numbers, 8 is the minimum students and 25 is maximum capacity.

My pricing is based off of the minimum students of 8. Is this correct? Should it be based off of 25? Should it be based on a per student basis?

-It should be based on a per student basis.

(9.) Will each handler be given his/her own canine at the start of training? Within a week? Within two weeks?

-It will vary. U.S. students will usually be the only ones who will have canines in the rooms; the foreign students will not usually have a canine in their room. Usually the canines for the U.S. students will be in the room by the later part of the first week of training.

(10.) Will transportation be needed to pick up students from airport? Will hotel use shuttle? Will Training Center provide Transportation?

-The students will provide their own transportation.

(11.) Will transportation be needed to take students from hotel, to kennel-pick up canines, to Front Royal Training Center? Will hotel use shuttle? Will Training Center provide Transportation?

-The students/Training Center will provide their own transportation. Shuttle will not be necessary. Transportation will not be needed to take the students from hotel, to kennel pick up canines, or to Training Center.

(12.) Will a representative be required to live on premises or within commuting distance from student housing?

-No hotel representative will need to live on premises or live within commuting distance from the students’ lodging.

(13.) To implement the guidance contained in FAR 15.304(c)(4) and DFARS 215.304(c)(i), the contracting officer shall establish an evaluation factor to evaluate the extent of an offeror's proposed use of small, small disadvantaged and women-owned small businesses...

Are you going to give us the evaluation and significant sub factors, so we can make sure we cover them all in our Technical and Past Performance of 52.212-2

-All evaluation factors are included in solicitation.

(14.) Proposals that demonstrate a strong commitment to affording small, small disadvantaged, and women-owned small businesses..., a real opportunity to participate shall be rated more favorably than those that demonstrate little or no such commitment.

If a company has an invaluable amount of professional, technical and past performance (civilian or military) but has no past contractual experience:

Will the company be afforded the opportunity to bid for this contract?

-Yes.

Will the company have points deducted due to the fact they have never won a contract before?

-No.

(15.) In subsection B.6, it is required to include Canine Occupation in the price. Would "Perdiem plus $x (Canine Occupation)" be an acceptable response?

-No; it is anticipated by the Government that the final price is inclusive with or without canine occupation. A separate charge for canines is not anticipated by the Government.

(16.) We are up to date with our information on CCR and ORCA. The RFP does not call for it, but do we have to be registered at any other website for the purpose of this RFP? We have our DUNS number.

-All contractors must be active in the Central Contractors Registration (CCR). With regards to Online Representations and Certifications Application (ORCA) this requirement satisfies all the Certifications and Representations that needs to be completed within solicitation DJA12RFP0001. If ORCA is not completed then all Certifications and Representations must be answered. There is no other website where a contractor has to be registered besides CCR to submit a proposal.

(17.) How often will the meetings rooms be used per month.

-Times will vary..May not be used monthly. Rentals of classroom facility/meeting room will be given in advance when needed.

(18.) The solicitation mentions 375 students over a five year period. What is the average students length of stay or how many room nights will be consumed each year?

--There would be at least one class per year containing at least 8 students in the class (maximum class size may be up to 16 students). Class length could be 6 – 16 weeks…all contingent upon funding. Multiple classes may overlap if funding allows. Rooms will be needed for the student during class times only.

(19.) Is the agency tax exempt or should tax be included in the contract price?

-The government agency is tax exempt.

(20.) Are you aware of the dates the students would be utilizing the hotel?

-We do not have definitive dates projected for the next five years at this time.

(21.) Would you like the properties previous fire, sprinkler, and health inspection reports included in the proposal to show proof of compliance.

-You can include them but they are not necessary as attachments. FEMA certification is required.