Solicitation FA460825QS029-Amendment 01.pdf

Solicitation FA460825QS029, Amendment 01

DDEPARTMENT OF THE AIR FORCE

2D CONTRACTING SQUADRON (AFGSC)

BARKSDALE AIR FORCE BASE LOUISIANA

29 May 2025

MEMORANDUM FOR OFFERORS/BIDDERS/VENDORS

FROM: 2d Contracting Squadron/PKP 801 Kenney Avenue, Building 4400, Suite 2300 Barksdale Air Force Base, Louisiana 71110

SUBJECT: Amendment 01, Solicitation FA460825QS029, Hotel Blanket Purchase Agreement(s)

1. The purpose of Amendment 01 to Solicitation FA460825QS029, Hotel Blanket Purchase Agreement(s), is to clarify and update the solicitation by: extending the quote submission deadline; providing revised instructions for offerors; and answering questions submitted by potential offerors.

2. The following changes were made to the Combined Synopsis-Solicitation:

a. Extended the requested due date for quotes from Friday, 30 May 2025 to 12:00 PM Central

Daylight Time (CDT), Tuesday, 03 June 2025.

b. Added the following statement, “pricing is not to exceed the current JTR rate (Joint Travel

Regulations | Defense Travel Management Office)”.

c. Updated the naming convention of Attachment 2, Statement of Work, dated 22 May 2025 to

Attachment 2, Performance Work Statement, dated 29 May 2025.

3. The following changes were made to Attachment 1:

a. The following text was bolded, “All quotes must be submitted in electronic format and emailed to the Contract Specialist, Dana Woodard, at dana.woodard.3@us.af.mil and the Contracting Officer, Tiffancy Collazo, at tiffany.collazo.2@us.af.mil by the RFQ due date and time specified in the combined synopsis/solicitation.”

b. Added two statements within the Instructions to Offerors section:

i. Pricing is not to exceed the current JTR rate (Joint Travel Regulations | Defense Travel

Management Office).

ii. Third-party booking agents/agencies are ineligible to participate in this solicitation. The

Government will not contract with third-party intermediaries.

c. Added the following statement to the Evaluation Criteria, Technical Evaluation Section, “The

Government will conduct on-site inspections every six months to ensure compliance with contract requirements. If the offeror hotel has a satisfactory inspection report from the requiring agency team within the six months preceding the quote submission date, that report may satisfy the initial on-site inspection requirement, subject to Government approval.”

4. The following changes were made to Attachment 2:

i. Updated the naming convention of Attachment 2, Statement of Work, dated 22 May

2025 to Attachment 2, Performance Work Statement, dated 29 May 2025.

5. Below are the answers to the questions submitted by potential offerors. The government’s answers are in bold text.

Question 1: Can you please help me where I go to respond and fill out what is necessary?

Answer: Quotes shall be submitted in electronic format and emailed to dana.woodard.3@us.af.mil and tiffany.collazo.2@us.af.mil no later than the solicitation due date and time.

Question 2: I see it where do you put in the dates and room count and hotel rates?

Answer: Room rate (Quote) shall be submitted no later than the solicitation due date and time. Room count will vary each month depending on how many occupants are in town, as well as how many Blanket Purchase Agreements are established. Unit Training Assembly (UTA) schedule will be provided to any hotel Barksdale Air Force Base establishes Blanket Purchase Agreements with under Solicitation FA460825QS029.

Question 3: I was reviewing Notice FA460825QS029 – Barksdale AFB, LA Hotel BPA, but I’m having difficulty locating the required number of room nights and the performance dates.

Answer: Room count will fluctuate monthly depending on the need of Barksdale Air Force

Base and 307th Bomb Wing. A schedule will be provided to any hotel Barksdale Air Force Base establishes Blanket Purchase Agreements with under Solicitation FA460825QS029.

Question 4: Will a federal tax exemption certificate be issued to the awarded vendors upon contract execution, if required by the lodging property to waive applicable state or local taxes?

Answer: Yes, a tax exemption certificate will be issued to the awarded vendors.

Question 5: Are there any requirements to furnish transportation services, such as buses or shuttles, to and from Barksdale AFB? We will ensure parking is complimentary for all guests.

Answer: No.

Question 6: When is the anticipated award date for this solicitation?

Answer: The Period of Performance for Blanket Purchase Agreements established under

Solicitation FA460825QS029 may vary based on government needs but will not exceed five years from date of establishment or $500,000 in total calls/orders, whichever comes first.

Question 7: Looking at the specs of the BPA, it appears that 307th is going to be outsourced to a 3rd party moving forward, so I wanted to find out how the payments would be handled.

Answer: Third-party booking agents/agencies are ineligible to participate in this solicitation. The Government will not contract with third-party intermediaries.

Question 8: 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?

Answer: Two (2) hotel Blanket Purchase Agreements have previously been established and will be expiring on 31 May 2025; FA460820A0006 and FA460820A0007.

Question 9: Are third-party travel management companies permitted to respond to this requirement, or do you prefer quotes to be obtained directly from hotels?

Answer: No third-party booking agents/agencies are allowed to compete in this requirement. The Government will only work with local hotel management with this agreement.

Question 10: Can you confirm the Period of Performance for this BPA?

Answer: The Period of Performance for Blanket Purchase Agreements established under

Solicitation FA460825QS029 may vary based on government needs but will not exceed five years from date of establishment or $500,000 in total calls/orders, whichever comes first.

Question 11: Will lodging invoices be submitted through WAWF (Wide Area Workflow), or will rooms be paid for using a Government Purchase Card (GPC)? Alternatively, will travelers be paying for their own rooms and seeking reimbursement?

Answer: Lodging invoices will be paid utilizing GPC.

Question 12: Is the contractor expected to access or interface with the Automated Lodging

Reservation System (ALRS) as part of this requirement? If not, could you clarify the intended use of ALRS versus the mention of the COR faxing a consolidated list to hotels?

Answer: No, the contractor is not expected to access the ALRS system. They will receive an emailed copy of the tentative and final reservations list which is pulled from the ALRS system. Once received, the front desk is expected to obtain all members signatures as they check in (that’s how we valid the member is not a no show), after signatures have been obtained the following morning (0600-0700) the front desk will email a copy of the signed list to the org box email. (Saturday & Sunday).

Question 13: Are participating hotels required to be FEMA-certified and listed on the FEMA

Hotel and Motel Fire Safety list?

Answer: Our Fire inspector inspects based on Parrish compliance for hotel operations.

Offers must be in accordance with Attachment 2 and Attachment 3 of Solicitation

FA460825QS029.

Question 14: Does the lodging facility need to meet a minimum AAA Diamond rating or similar quality standard?

Answer: Offers must be in accordance with Attachment 2 and Attachment 3 of Solicitation

FA460825QS029.

Question 15: Will there be a tiered list or ranking of approved hotels to determine priority order for lodging requests, or will reservations be distributed evenly across participating vendors?

Answer: Reservations will be distributed based on hotel availability, but all hotels will be evenly distributed across the ALRS system for members to choose which hotel they would like until the inventory is filled.

Question 16: Are historical data or estimates available regarding lodging volume—such as average number of guests per month, length of stay, and frequency of travel?

Answer: Room count will vary each month depending on how many occupants are in town, as well as how many Blanket Purchase Agreements are awarded. UTA schedule will be provided to any hotel Barksdale Air Force Base establishes Blanket Purchase Agreements with under Solicitation FA460825QS029.

Question 17: Is lodging generally required during weekdays only, or does demand also include weekends and holidays?

Answer: Unit Training Assembly (UTA) are scheduled for weekends (Friday – Sunday)

Question 18: Is there a preferred lead time for lodging requests (e.g., 24 hours, 72 hours), and are emergency same-day bookings expected to be part of the requirement?

Answer: UTA schedule will be provided to any hotel Barksdale Air Force Base establishes

Blanket Purchase Agreements with under Solicitation FA460825QS029.

Question 19: Will the government be issuing individual task orders for each lodging request, or will it operate under a call-order or centralized reservation method?

Answer: We will use the ALRS system for members to make reservations based on the number of rooms provided by each hotel. Hotels get notified (via email) 3 times the week of the UTA so we can make sure they know how many rooms will be used for the UTA

(Fri/Sat) night. Feb is a 4 days UTA (Wed/Sat) night.

3. In the event there are questions regarding Amendment 01 on Solicitation FA460825QS029, please contact the Contract Specialist, Dana Woodard, by email at dana.woodard.3@us.af.mil.

TIFFANY M. COLLAZO, GS-12, DAF

Contracting Officer

COLLAZO.TIFFAN

Y.M.1273472009

Digitally signed by

COLLAZO.TIFFANY.M.127347200

Date: 2025.05.29 14:58:52 -05'00'