Buckley Lodging BPA RFQ Questions_03Jan.pdf

03 Janurary 2021

FROM: 50 CONS/PKB

SUBJECT: Question and Answers (Q&A) Document for 310th Force Support Squadron (FSS) Buckley Space Force Base (SFB) Lodging Blanket Purchase Agreement (BPA) Request for Quote (RFQ)

Question: Is there a typical arrival/departure day of week stay pattern for guests typically? Do guest stay over night mainly during the week? Over the weekends?

Answer: Guests will primarily stay over the weekend, but this may vary on occasion.

Contracting will coordinate with the Mission Partner after the holidays to elaborate on patterns of guest lodging.

Response from Mission Partner:

Members will check in on Friday and checkout on Sunday. There may be members who will need to stay during the week. It’s mainly Friday-Sunday schedule every month.

Question: In the SOW (Additional desirable amenities) Government requires the hotel to have a restaurant within the facility. Is this requirement for 3 meals a day or is it just for breakfast buffet being offered by the hotel. Some hotels do offer complimentary breakfast but do not have a restaurant. It is only for breakfast service. Is that sufficient for Government?

Answer: The SOW states that the government prefers to have food at the hotel location. This could be a restaurant or a complimentary breakfast. Preferably, a 3 day meal option would be ideal, but a breakfast option is highly valued by the government.

Question: On the SOW the date is October 1, 2021, has this been updated? Also, how does this effect the Workload Estimates, Appendix C? The date begins in the month of October 2021 and goes through September 2022.

Answer: The 1 October 2021 stated on the initial page of the SOW is the date the SOW was drafted. The PoP will begin once the agreement is awarded (tentatively 1 Feburary 2022) and will continue for 5 years after.

For the Workload Estimates in Appendix C:

Based off expected funding requirements our dates are based off fiscal years from October to September, which may cross over calendar years (i.e 2021 to 2022). Please submit your price lists for Feb 2022 - Sep 2022 (the remainder of FY22).

DEPARTMENT OF THE AIR FORCE

UNITED STATES SPACE FORCE

PETERSON-SCHRIEVER GARRISON

Question: If a hotel is to offer the government per diem, is it understood that those rates can change seasonally, as well as annually? We do not know that those rates are for future years, but would want to ensure that if we bid, the govt for a given time period would be offered.

Answer: Please submit the hotel’s price lists for Feb 2022 - Sep 2022 (the remainder of FY22), as the tentative start date for this agreement is 1 Feb 22. Price lists can be updated any time after award if determined to be fair and reasonable by the Contracting Officer and incorporated as an attachment to the BPA. If a vendor provide other years, the government will only evaluate FY22.

Question: Also… since we don’t have specific dates, if dates are requested and we do not have availability at the government per diem, is the hotel able to turn down a requested date?

Answer: A hotel is able to turn down a requested date if occupancy or pricing is not available during that timeframe.

Question: Do you have several hotels that you go to for each date? For instance, if we already are sold out with group, ect, and cannot accommodate the FSS rooms?

Answer: For our previous BPAs we have an agreement with a few hotels for lodging services. In this process, the government rotates through each hotel under the agreement by making a call of service once a lodging opportunity becomes available. This call will be made 2 weeks prior to the reservation by our BPA call holder. During this call, hotels can inform the government if accommodation is not available, then the government will rotate to the next hotel under the agreement. If a pattern occurs for unavailability of lodging for certain hotels during certain times of year, this situation will be evaluated by the Contracting Officer and BPA Call Holder to make adjustments, if necessary.

Question: How early prior to the arrival date are rooms requested?

Answer: Rooms are requested 2 weeks prior.

Question: My hotel is not within the 20 mile radius of Buckley Space Force Base stated in the SOW. Can I still submit a cpababilities statement?

Answer: The solicitation states that hotels must be within a 20 mile radius to easily accommodate the reservists entering the Denver/Aurora area IAW Buckley SOW Paragraph 1.3.

We are evaluating that hotels meet this minimum requirement, so if a hotel does not have this specification, it will be likely that the government does not assess this vendor’s quote.

Question: The statement of work outlines the following:

" 3.2 CUSTODIAL/SANITATION SERVICES: Daily custodial services shall include, but is not limited to, room cleaning, bed making, linen change (as required), adequate quantities of soap, bath towels, hand towels, sanitized drinking glasses, facial tissues, and a cloth bath mat. "

With the state of Covid and staff shortage, a lot of hotels no longer offer daily custodial sanitation to each room. If sanitation is needed, usually a reservation would have to be made no later than 24 hours in advance in order for housekeeping to accommodate the guest upkeep of the room. The only exception to that rule is if the guest is planning to spend at least 5 days in that room then certain hotels will have it worked in housekeeping schedule to provide a full sanitation of the room (1) day during the guests stay. Request for more toiletries and towels can be made at the front desk as needed. Is this request a hard-pressed requirement or do it fall more in line with desirable amenities?

Answer: Fluctuations of COVID restrictions has altered this custodial/sanitation services stated in the SOW. We see custodial services as a desirable amenity, as hotels must follow their company’s specific guidelines. Government guests will most likely not be staying for more than 5 days, so a call will need to be made. Please include this information within your capability statement to outline this technicality that the government must adhere to.

Question: In the documents of this opportunity, I see a chart that lists 30 rooms per month. What is the highest number of rooms that you will need on any given night please? If the most a hotel can offer is 10 rooms per night, would that be sufficient, for example?

Answer: The Government estimates the highest number of rooms to be the 30 rooms listed on Appendix C. The Government can house at multiple hotels for the same weekend when there is no other option; however, the Government would prefer to house reservists at the same hotel when possible.

This document will be updated and published as vendors submit additional questions to the Contracting Officer. Please submit your questions to RFQ to Kiera Thorpe at kiera.thorpe@us.af.mil by 29 December 2021.

KIERA I. THORPE, CIV, USAF

Contracting Officer mailto:kiera.thorpe@us.af.mil