Questions__Answers_to_RFP_HSCG23-17-R-MWP044_A00002.pdf

Question # Question/Response

#1 Does the Combined Synopsis/Solicitation under solicitation number HSCG2317RMWP044 contain requirements similar to a current contract?

Government Response #1

The need described under solicitation number HSCG23-17-R-MWP044 is similar to the need addressed under the most recent (however expired) Purchase Order, which is Purchase Order HSCG23-16-P-MWP059.

#2 If possible, please provide the current contract number. Or, is this a new requirement for the government?

Government Response #2

The most recent (however expired) Purchase Order number is HSCG23-16-P-MWP059. The current need is not a "new requirement".

#3 I wanted to know if this is a deal breaker? Our [….] Hotel does not have an onsite restaurant but does have a pub (no food) within walking distance and restaurants within a 3 minute drive.

Government Response #3

An offeror who does not provide the following requirement will be assessed as "Unacceptable": 2.1.4 An on-site waiter/waitress-service restaurant shall be available for breakfast, lunch, and dinner at the hotel and shall be open from 7:00 AM local time until 10:00 PM local time to accommodate early breakfasts and late dinners.

#4 If the restaurant requirement is optional or negotiable and we are eligible to bid please let me know and I will pursue?

Government Response #4 The restaurant requirement described in subsection 2.1.4 is NOT optional and is NON-negotiable.

#5 I submitted a bid for RFP HSCG23-17-R-MWP044. I wanted to see if we are allowed to submit more than one bid. Also, should we add the 4% TML tax to our bids?

Government Response #5

No. Offerors shall submit one (1) price proposal, using Attachment 3 - Price Spreadsheet_A00001, citing its best price. Regarding taxes, page 14 of Attachment 2 - Clauses and Provisions states the following in pertinent part:

"Price proposals shall be submitted on a firm-fixed-price (FFP) basis using the attached Attachment 3 - Price Spreadsheet. All rates and total prices shall be in U.S. dollars. The “Total Price Proposed” shall contain an inclusive calculation of all rates ( including currency exchange rates), taxes, markups, fees, and all applicable costs. The Government will use the “Total Price Proposed”, as listed on Attachment 3 - Price Spreadsheet, to determine the lowest price. The Government requests that offerors consider discounting their hotel rates to the maximum extent. Failure to complete Attachment 3 - Price Spreadsheet in accordance with the instructions provided in this Request for Proposal will be deemed a deficiency, which renders the proposal Unacceptable."

#6 Given that the period of performance (POP) spans non-peak and peak season for St. John's, Newfoundland, will you consider variable pricing points or just one pricing option?

Government Response #6

Yes No. The Government will not consider variable pricing. The Government will only consider pricing as instructed on the Attachment 3 - Price Spreadsheet_A00002 (see the Attachment 3 - Price Spreadsheet_A00002).

Offerors shall propose the best rates for the Base Period and the best rates for Option Period 1. See also question #8.

#7 Given the 12 point font requirement, I have created a template to address the hotel and room requirements, would you opt to extend the page requirement from 2 to 3 pages or allow for a 10 point font size as acceptable for the bid requirements?

Government Response #7

No. The 12 point font requirement remains. Offerors are reminded of the 'Technical Capability' instructions and page limits on Attachment 2 - Clauses and Provisions (see pages 14 - 17).

#8 Is the expectation that the pricing for the 2017 POP be consistent for the option period in 2018?

Government Response #8 No. Offerors have the flexibility to propose different rates for 2017 and 2018.

#9 Is the incumbent hotel where previous IRD team members have stayed available to be shared? Is this a FOIA [Freedom of Information Act] request?

Government Response #9

The most recent (however expired) Purchase Order number is HSCG23-16-P-MWP059. The Prime Contractor was MDR Services. Additional information MAY be obtained through a FOIA request. The time it takes to respond to a request will vary depending on the complexity of the request and the backlog of requests already pending at the agency.

#10 Can a vendor submit more than 1 bid?

Government Response #10 No.

CONTRACTOR SUPPORT SERVICES FOR U.S. COAST GUARD (USCG) ICE RECONNAISSANCE DETACHMENT

LODGING IN ST. JOHN’S, NEWFOUNDLAND, CANADA

Request for Proposal (RFP) HSCG23-17-R-MWP044_A00001 Questions and Responses & Amendment_A00001

#11

When reviewing the decision for LPTA [Lowest Price Technically Acceptable], are there other factors that will weigh in on the decision? For example if vendor A and vendor B come in at the exact same price, how will you make the final decision? Will it be based on amenities, meeting all requested Room Requirements, etc.?

Government Response #11

The procedures cited under "FAR 52.212-2 Evaluation – Commercial Items (Jan 1999)" of Attachment 2 - Clauses and Provisions (pages 16 and 17) describe the Government's evaluation process. There are no other factors. The Government does not comment on hypothetical questions.

#12

Will you determine the technical acceptability of all proposals and then identify which of these proposals offered the lowest price OR determine which offeror has the lowest price first and, then, determine if that offeror also submitted a technically acceptable proposal.

Government Response #12

The latter best describes the Government's evaluation process. As described under "FAR 52.212-2 Evaluation – Commercial Items (Jan 1999)" of Attachment 2 - Clauses and Provisions (page 17), "[t]he Government will evaluate proposals only to the extent necessary to identify the Lowest Price Technically Acceptable proposal."

The evaluation will begin with the lowest priced offer and then assess its Technical Acceptability.

#13 Will there be room to adjust the rates for currency exchange fluctuations given this is an international bid and rates change frequently or should the vendor account for currency exchange fluctuations in their numbers?

Government Response #13

No. Page 14 of Attachment 2 - Clauses and Provisions states the following in pertinent part: "Price proposals shall be submitted on a firm-fixed-price (FFP) basis using the attached Attachment 3 - Price Spreadsheet_A00002. All rates and total prices shall be in U.S. dollars. The “Total Price Proposed” shall contain an inclusive calculation of all rates ( including currency exchange rates) , taxes, markups, fees, and all applicable costs. The Government will use the “Total Price Proposed”, as listed on Attachment 3 - Price Spreadsheet_A00002, to determine the lowest price. The Government requests that offerors consider discounting their hotel rates to the maximum extent.

Failure to complete Attachment 3 - Price Spreadsheet_A00002 in accordance with the instructions provided in this Request for Proposal will be deemed a deficiency, which renders the proposal Unacceptable."

#14 What is the anticipated Award date for this RFP?

Government Response #14 Before February 01, 2017.

#15

In SAM you can download a FAR & DFARS Certification Validity Report that is approximately 50 pages long and contains all FAR certifications for the company. Would you accept the entire downloaded certification validity report or would you prefer only the 2 sections referenced in the RFP materials? Would you accept the full certification validity report or do you only want the 2 sections referenced?

Government Response #15

The Government prefers only responses to the sections referenced in the RFP. Attachment 2 - Clauses and Provisions (page 15) requests completion of provisions 52.212-3 and 52.222-22.

#16 I wanted to see if you could possibly share the hotel name and address where you were staying last?

Government Response #16 No.

#17 The City of St John’s imposes a 15% sales tax and 4 % tourism fee to all rooms, do you provide a tax exemption number or certificate?

Government Response #17 No.

#18 Will you accept multiple bids from one vendor?

Government Response #18 See question #5.

#19 This is a recurring requirement please provide contractor and award amount information regarding the current or most recent contract.

Government Response #19 The Prime Contractor was MDR Services, 11 Dixon Ct., Stevensville, MD 21666-2314. Award amount: $53,568.00

AMENDMENT

_A00001

Offerors shall use the attached corrected Attachment 3 - Price Spreadsheet_A00001. Offerors shall follow the updated instruction: "*Instructions: Plug in "Per room night unit price " for the Base Period and Option Period 1 only. Do not adjust the other cells ." The previous instruction in the original Attachment 3 - Price Spreadsheet may have been unclear.

AMENDMENT

_A00002 Offerors shall use the attached revised Attachment 3 - Price Spreadsheet_A00002. Offerors shall follow the updated instructions.

REMINDER

Offerors shall read AND comply with all instructions contained in the RFP, including those in Attachment 2 - Clauses and Provisions. Offerors are cautioned to follow the instructions contained in the current RFP;

instructions in previous RFPs are not applicable.

REMINDER

Technical Capability — Offerors shall INCLUDE and answer the following affirmative statement in its Technical Capability volume: “[Contractor’s Name] hereby affirms we can [ ] or cannot [ ] meet all stipulations outlined in Section 2.0 REQUIREMENTS and all associated parts and subsections of the Statement of Requirements (SOR).”

REMINDER Offeror shall clearly describe the services offered to meet subsections 2.1.4 [on-site restaurant availability and open and close times] and 2.2.2.13 [Internet download speed of at least 6 Mbps] of the SOR.

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