5. RFI - Questions and Answers.pdf

1. Could you please confirm the estimated number of room nights anticipated per call-up or activation? Additionally, is there a minimum or maximum duration expected for each lodging requirement? This requirement is for continuous lodging to support back-to-back, six (6) month personnel rotations. As one rotation departs, the next will immediately arrive. Therefore, offerors must price this opportunity as a sustained, long-term block of rooms. Rates should be based on a continuous, year-round occupancy model rather than standard short-term bookings.

2. Kindly confirm whether this requirement is intended to be met by a single hotel property, providing a combined total of at least 120 beds at one location, rather than through multiple venues. The Government intends to fulfill its total requirement for 120 beds by awarding multiple Blanket Purchase Agreements (BPAs). Therefore, no single vendor is required to meet the full 120-bed capacity alone. You should complete the provided price list based on the maximum number of rooms you are able to reliably offer at your facility.

3. The price list worksheet provided only provides for pricing columns for room occupancy (single and double) and cancellation fees. However, there are no pricing columns to factor the following additional requirements, as per PWS:

a) 1.8.11 Outdoor Space - designation of at least 500 square feet for recreational activities and temporary storage with reserved rights to secure space from public access;

b) 1.8.12 Kitchen Facilities - one kitchen area measuring at least 5 feet by 5 feet for every two bedspaces.

c) 1.8.13 Office Space - Two (2) dedicated office rooms with no less than 100 sft.with furnishing of three desks and three chairs;

d) 1.8.14 Common area of 200 square feet with furnishing;

Question: Are we to factor in all the costs (#1 through #4 listed above) in the room occupancy rate?

a) The outdoor space requirement has been removed from the PWS in the most recent amendment.

b) Include in the room rate. See amendment to Kitchen Facilities in the most recent PWS.

c) Bill as Standard Rooms. The Government will utilize two (2) standard lodging rooms as dedicated office spaces. These rooms will be specified in the call order and shall be billed at the standard nightly occupancy rate. Do not factor this cost into the rate for other rooms.

d) Bill as Standard Rooms. The Government will utilize one (1) standard lodging room as dedicated common area space. These rooms will be specified in the call order and shall be billed at the standard nightly occupancy rate. Do not factor this cost into the rate for other rooms.

4. Could you please clarify if this is a recompete. If so, provide the average number of rooms per night, the total number of nights, and the total number of people. If not please provide the total number of rooms you intend to book and how many night? Yes. Refer to government response #1.

5. Could you please confirm whether proposals can be submitted by third-party organizations? Yes, third party organizations are welcome to participate as the prime contractor.

6. Is pricing required at this time, or will rates be solicited once specific dates are established? Please complete and submit the provided price list worksheet with your response. The purpose of this price list is to gather comprehensive pricing data based on the continuous, long term occupancy model outlined in the solicitation, rather than waiting for specific dates. This will allow the Government to establish a ready pool of vendors for future call orders.

7. Is there an incumbent contract for the same requirements? If there is, please provide contract number, contract award amount, and name of incumbent vendor. For the purpose of this new solicitation, there is no incumbent contractor operating under a formal contract vehicle. The predecessor contract for these services has reached its maximum ceiling under Contract Number FA502525DB001 and is no longer being used to place orders. More details can be obtained on the Federal Procurement Data System (FPDS.gov) as it is public information.

8. How many nights will each request be? Weekends only? Refer to government response #1

9. Can you share the estimated number of room blocks you will be requesting each year?

Refer to government response #1

10. While the RFP specifies a minimum total capacity of 120 beds, could you kindly clarify the expected distribution between single-occupancy and double-occupancy rooms (or beds)? The Government does not have a fixed, guaranteed distribution ratio of single versus double occupancy rooms. The specific mix required will be detailed in the call order and will be based on the personnel roster for that specific rotation. The Government's strategy is to create a pool of vendors with sufficient flexibility to meet a range of potential room mix requirements.

11. Please confirm whether the required kitchenette facilities are expected to be located within every sleeping room, or if shared kitchen areas serving multiple rooms or bedspaces would be acceptable? Shared kitchens serving multiple rooms are acceptable and in room kitchenettes are not required.

12. 1.7.1 CLAIMS AND LIABILITY The Government shall not be liable for incidental charges or damages incurred by individual travelers. How should the Contractor bill the individual tenant for the facility damages, room services, meals, etc? The Contractor shall bill the individual traveler directly for all incidental charges or damages. To ensure a payment mechanism for such charges, the Contractor shall require a personal credit card to keep on file from each traveler at check-in.

13. 1.9.1 HOUSE KEEPING – How often the pest control should be applied as per your requirements and what particular area of the hotel should be treated? As needed.

14. PRICE LIST – The Outdoor space for recreational activities with container set up, kitchen facilities, office space and the common area services will be provided as per PWS. Are we going to incorporate the cost of the services mentioned with the price of the lodging room or will there be a separate CLIN? See revised PWS which deletes the outdoor space requirement. The cost for shared kitchen space should be built into your standard room rate. The Office and Common Area spaces will be paid for by ordering and billing for a total of three (3) additional standard rooms.

15. How about if the bidders with complete required facilities/accommodation and the bidders without complete facilities as per SOW, the bidders with complete facilities will definitely come up with higher rate. Will there be fair treatment or consideration for the hotel with complete facilities? See amendment 2 to the RFQ and Performance Work Statement

16. How many days of lead time will the contractor be given from the time they are contacted by requesting rooms to the rooms needing to be available? The specific start date and lead time will be formally defined in each individual call order. However, for planning purposes, offerors should anticipate a typical lead time of 2 to 5 business days from the issuance of a call order to the first day of performance.

17. In the RFQ point 3 it states that Technical Acceptability and Price is how the bid proposal will be evaluated. In point 4 it states the quote must include the Information Sheet (Attachment 1) and the Price List (Attachment 4). Are those two attachments the only things required to successfully submit a bid? Or do we need to include anything else? If so, please advise on what else needs to be included. Please review amendment 2 to the

RFQ.

18. Will the USG accept modular housing (constructed of structural steel members and metal insulated panels with a suspended metal roof above the modular units)? These modular units and the complex will be in compliance with all other requirements of the PWS.

Please see pictures below for reference:

Yes, if the facilities meet all requirements of the PWS, this will not be an issue.

19. Will laundry services and rental vehicles also be required under this solicitation? Refer to

PWS.

20. Under the requirement for: Daily: 9 x 5-gallon filtered water jugs + 10 x 7-lb ice bags (UV/EPA-treated) will a water dispensing machine be required? Large plastic jugs can be used

How will the ice be stored? In a deep freezer accessible to personnel housed in the facility.

Are the water jugs to be stored in the kitchen and common areas? Yes

Is this a requirement per person, or is it a requirement for each property? The requirement is for each property.

Conversely, can the USG tell us how many bottles are needed per person/bed? See previous answer

How much ice is needed per person/bed? See previous answer.

21. Can my company use more than one hotel as a subcontractor? Yes. The offeror submitting the quote will be considered the prime contractor and will be held fully accountable for the performance of all PWS requirements, whether performed by their own company or by any subcontractors.