Atch 3 Contractor Questions and Government Responses.pdf

Attachment 3 – Contractor Questions and Government Responses

We respectfully submit the following questions.

1. PWS paragraph 1.2 reserves the Government's right to reschedule the retreat to an alternate date at no additional cost with at least three (3) days' written notice.

Resort properties generally impose cancellation or attrition charges on a 20-room block and associated meeting space on notice that short. Please clarify whether the Government will consider such a change a no-cost change to the contractor, or whether the contractor is expected to absorb any resort-imposed cancellation, attrition, or date-change penalty resulting from a Government-directed reschedule.

Government Response: The Government will NOT consider such a change a no-cost change to the contractor, or whether the contractor is expected to absorb any resort-imposed cancellation, attrition, or date-change penalty resulting from a Government-directed reschedule.

2. PWS paragraph 1.2.1 requires that each unit have a shower, tub, refrigerator, a safe, and a microwave. Please clarify: (a) whether a refrigerator, microwave, or in-room safe provided by the property upon request satisfies the requirement, or whether these must be permanently installed in every unit; (b) whether a front-desk safe deposit box satisfies the safe requirement; and (c) whether units with a walk-in shower but no bathtub are acceptable for any portion of the 20 rooms.

(a) whether a refrigerator, microwave, or in-room safe provided by the property upon request satisfies the requirement, or whether these must be permanently installed in every unit. - Government Response: PWS paragraph 1.2.1 requires that each unit have a shower, tub, refrigerator, a safe, and a microwave

(b) whether a front-desk safe deposit box satisfies the safe requirement - Government Response: PWS paragraph 1.2.1 requires that each unit have a shower, tub, refrigerator, a safe, and a microwave

(c) whether units with a walk-in shower but no bathtub are acceptable for any portion of the 20 rooms. - Government Response: PWS paragraph 1.2.1 requires that each unit have a shower, tub, refrigerator, a safe, and a microwave

3. The PWS requires the venue be within 120 miles of Lackland Air Force Base. Please clarify whether the 120 miles is measured as driving distance or straight-line distance, and the specific point at Lackland AFB from which the distance is measured.

Government Response: The Main Gate entrance at Lackland Air Force Base would be sufficient.

4. Regarding the meal card CLINs (0006 through 0011), please clarify: (a) whether the Government requires a specific dollar value or not-to-exceed amount per meal card; (b) whether meal cards must be redeemable only at on-property dining outlets; and (c) whether unused meal cards are refundable to the Government or are billed as issued.

(a) whether the Government requires a specific dollar value or not-to-exceed amount per meal card; - Government Response: Specific dollar value

(b) whether meal cards must be redeemable only at on-property dining outlets - Government Response: YES

(c) whether unused meal cards are refundable to the Government or are billed as issued – Government Response: Firm-Fixed Price – Billed as issued

5. CLIN 0003 (Conference Rooms) is quantity two (2) each for two days, while CLIN 0004 (Audio Visual Equipment Rental) is quantity one (1) each for the same two days. Please confirm the Government intends CLIN 0003 to be priced per day and CLIN 0004 to be priced as a single lump sum covering both days.

Government Response: CLIN 0003 – Priced as a single lump sum covering both days

Government Response: CLIN 0004 – Priced as a single lump sum covering both days

6. Please confirm whether the Government guarantees payment for the full quantities shown in the schedule (including 40 room-nights and 150 meal cards) regardless of actual attendance, or whether payment will be based on actual utilization. PWS paragraph 1.2 states the Government will not be held liable for individual room charges, and we want to ensure our quote reflects the correct basis.

Government Response: The total of rooms and meal cards mentioned in the PWS will be awarded on a Firm Fixed Price contract. (Regardless of actual attendance)

7. Given the period of performance begins 28 August 2026, seven days after the quote due date, please advise the Government's anticipated award date. Resort properties will not hold a 20-room block and meeting space without a confirmed award or deposit, and this timing directly affects our ability to guarantee availability.

Government Response: The anticipated award date is No Later Than 28 August 2026; sooner if possible.

8. The solicitation requires quotes to include estimated taxes and fees. Please clarify whether the Government will furnish a Texas Hotel Occupancy Tax exemption certificate to the contractor, or whether quotes should include Texas state and local hotel occupancy taxes on rooms procured by the contractor on a master account.

Government Response: Quotes should include Texas state and local hotel occupancy taxes on rooms procured by the contractor on a master account.