RFI LOG 1.pdf

Solicitation Number FA330025Q0011

Title FY 26 BPA Hotel 908th

RFI No. RFI (Questions) Response (Answers)

RFI - 0001

Could you please clarify whether this is an active solicitation or still a sources sought? I noticed that some of the documents

This is an active solicitation, disregard the draft watermarks.

RFI - 0002

We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these swervices? If not brand new, could you please provide the current/previous

This is a brand new contract as the previous one expires soon.

RFI - 0003

Could you please confirm whether proposals can be submitted by third-party organizations, Small business-Minoriity Owned?

Yes third party proposals are fine, as long as you have access to hotels in the local AL area outlined in the SOW. But we prefer to work directly with the hotels instead of a 3rd party because it can

RFI - 0004

Is more than one location on this Solicitation required as per below? Also, what is the exact street address of Maxwell AFB?

Yes, more than one location is required, it's both Maxwell AFB and Gunter Annex. The address to the visitor’s center which is by the front gate of Maxwell AFB is 1564 Maxwell Blvd, Montgomery, AL

RFI - 0005

We noticed that the SOW references CUI. Could you clarify whether a contractor must be fully CMMC Level 2 compliant to be awarded this contract, or if CMMC Level 1 / FCI compliance

The CMMC Level will not be a deciding factor for who will be awarded this contract.

RFI - 0006

Are third-party travel management companies allowed to respond to this solicitation?

Yes third party proposals are fine, as long as you have access to hotels in the local AL area outlined in the SOW. But we prefer to work directly with the hotels instead of a 3rd party because it can

RFI - 0007

Do rooms need to be guaranteed? In the event the hotel does have enough vacancies during peak months, are we able to utilize another hotel that we submitted with?

We don’t want to hold up your businesses, in the event rooms aren't available we will have to go to another hotel. So yes you can utilize another hotel if it's in the area.

RFI - 0008

Will the hotel be allowed to maintain guests' credit cards on file for incidental charges and damages?

Yes

RFI - 0009 Will a tax-exempt form be provided? No

Request for Information Tracker Log

RFI - 0010

Could you clarify the expected payment process for contract lodging? Specifically, will individual travelers be responsible for settling charges at checkout, or will payment be made with a government Purchase Card used by an authorized point of

In the DRAFT Clauses and Provisions it outlines how the company will get paid on pages 3-6. But usually a Government Purchase Card (GPC) will be used for this requirement.

RFI - 0011 Will WAWF ever be used for larger requests? Yes WAWF is used often mainly/only when a GPC is not used.

RFI - 0012 Is this BPA a new solicitation, an expiring contract, or an option It is a new solicitation, the old expiring contract is not relevant.

RFI - 0013

If this is a current contract, could you provide the award number and the names of the current awardees?

No, Why is that information needed?

RFI - 0014

How will the government determine which hotels are assigned specific groups? Will this be based on pricing, availability, or

The "groups" fall under the same umbrella, all hotels will be used at differnet times depending upon what's needed at the moment.

RFI - 0015

May you please confirm whether the proposals can be submitted by a third-party organization? If not, may we please submit on their behalf with a third-party agreement?

Yes third party proposals are fine, as long as you have access to hotels in the local AL area outlined in the SOW. But we prefer to work directly with the hotels instead of a 3rd party because it can

RFI - 0016

Is there an incumbent? If so, may you please share the hotels used previously, contract number, award amount and/or

No to both.

RFI - 0017

Do you have an idea which weekend out of the month training will be held and for how many nights?

It is usually Fri-Sun, with departure on Sunday. The 1st weekend of every Month

RFI - 0018

Does the requirement specifically mandate that participating hotels must hold both an AAA Diamond Approved Rating and USFA FEMA approval, or would meeting all technical requirements outlined in the SOW be considered sufficient

Meeting all requirements outlined in the SOW is sufficient enough.

RFI - 0019

Will all submitted proposals be evaluated comprehensively on factors beyond pricing, such as past performance and hotel facilities, and if a hotel fully meets the technical requirements outlined in the SOW, could this be considered more favorably

All those factors mentioned are important. Fully meeting the SOW requirements is most important

RFI - 0020

Are multiple properties allowed to be proposed under a single submission, and if so, how should pricing be presented? Should it be submitted as a consolidated single rate or separately for

It should be seprate for each property. And no prefearbly have each property submitted individually.

RFI - 0021

The documentation indicates that up to 15 awardees may be selected. Could you kindly clarify how task orders will be distributed among these awardees? For instance, will they be allocated on a rotational basis, or will there be a mechanism to

Will be allocted on a rotational basis

RFI - 0022

The document notes approximately 700 reservations across 15 vendors. Would you be able to share an estimate of how those reservations may be distributed — for example, the

The bookings go by how many rooms are available in each hotel and how many are needed etc.

RFI - 0023

I also wanted to confirm whether it is a strict requirement for hotels to provide safeguarding for valuables (such as in-room safes or a secure vault at the front desk), or if that is more of a

It is not needed per say. The guests should be able to secure their own proprety unless expressd otherwise.

RFI - 0024

In the Solicitation it says… "A reasonable distance is defined as no more than 20 miles from each location." What does each location mean please? Does it mean within 20 miles of each hotel location OR is there more than one specific location

To clarify it has to be no more than 20 miles, from either Maxwell AFB or Gunter Annex. Not both but one or the other.

RFI - 0025 Has this contract been awarded? No not yet RFI - 0026 Is Courtyard Montgomery have a contract for FY26. Yes they are under a contract that was made in 2023.

RFI - 0027 Are you still accepting proposal for this contract? Yes RFI - 0028 What is the minimum number of days in advance that Within 24 hours

RFI - 0029

In the event that a reservation is not canceled within that timeframe, will payment for the reserved rooms still be made?

Yes

RFI - 0030 When will the final solicitation be issued? Treat this as the final solicitation. Which closes on 15 Sep 2025

RFI - 0031

The draft solicitation asks for hotel lodging for 700 reservists.

Will they be double occupancy?

Will it go up to 1400? No

RFI - 0032

Is the lodging every other weekend or what is the frequency of the hotel lodging requirements?

Ususally once a month, the first weekend of evey month Fri-Sun, leaving on Sunday so only should pay for 2 days.

RFI - 0033

How important is having a restaurant onsite vice offering a hotel with a kitchenette? What is the preference?

There is no prefence in regards to a kitchentte or resturaunt on site.

RFI - 0034

Do you have a list of hotels that the reservists use now? Are you satisfied with the hotels or do you have a preference of hotels in the area?

Yes majority of the hotels are satisfactory that we currently work with. Our preference is them to be in the local area and meet the requirements outlined in the SOW.

RFI - 0035

RFI - 0036

RFI - 0037

RFI - 0038

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