Questions_from_Long_Term_Solicitation_HSCG84-17-Q-BB5114.pdf

Questions and Answers

Long Term Solicitation HSCG84-17-Q-BB5114

1. QUESTION: Although we have forwarded the Past Performance Questionnaire to the Contracting Officer that awarded a previous contract, how will we know whether or not your office receives their response?

ANSWER: We will let the individual person/company who submitted the PPQ to us know we are in receipt of the PPQ. It’s up to each interested party to contact the individual/company they ask to do a PPQ for confirmation that it was performed or not.

2. QUESTION: If a response to the Past Performance Questionnaire is not received from the Contracting Officer of record, will it impact our eventual rating for this solicitation?

ANSWER: Read page 42 of 59 (2) third paragraph. Lack of PPQ will be rated “PASS”.

3. QUESTION: Most Hotels do not honor tax exemptions without documentation from the US Government, do you provide a tax exemption number or certificate when the contract is awarded?

ANSWER: No.

4. QUESTION: If a proposal is submitted with 34 single units instead of 17 double units, is it likely the vendor with all single units will be eliminated?

ANSWER: No, Either is acceptable.

5. QUESTION: The solicitation is for one (1) base year and four (4) option years, if the US Government chooses to extend an option year to the awarded vendor, can the vendor opt not to exercise option years beyond the base year? If not is there a penalty?

ANSWER: No, Default.

6. QUESTION: Is there a current contract in existence that will expire rendering the need for this solicitation to continue the project? If so who held the contract and what was the value?

ANSWER: Current contract is with Basic Overnight Quarters (HSCG84-12-C-BB5011) and expires February 19, 2017.

7. QUESTION: Is this contract already in place?

ANSWER: Yes, Contract # HSCG84-12-C-BB5011, Contractor: Basic Overnight Quarters, LLC.

8. QUESTION: Does this group prefer an extended stay hotel or apartment?

ANSWER: Requirements’ have to be IAW SOW.

9. QUESTION: Are contractors required to use the standard GSA per diem or DOD per diem schedule?

ANSWER: No, this is a competitive acquisition. It’s each individual//company’s decision in what price makes their proposal competitive.

10. QUESTION: SOW Section 5.5 (R) mentions that Government representative accompanies us on inspections. Question; will this be at lease inception and lease end or during rotations as well?

ANSWER: Yes, a Government Representative will be present during Inception and Lease End, not each rotation of CG members.

11. QUESTION: SOW Section 5.5 (G) states 'all windows' need blackout coverings, elsewhere it discusses for 'sleep'. Question; do ALL windows or just bedroom windows need blackout covering.

ANSWER: Only bedroom windows require Blackout Curtains.

12. QUESTION: SOW Section 5.2. The occupancy of lodging units will change approximately every two weeks. Question; is the government committing to 34 beds for 365 days if there is less than 34 individuals during that rotation?

ANSWER: Yes.

13. QUESTION: SOW Section 5.4 (D) Stove/Oven is indicated as requirement. Will a 2 burner stove/microwave oven qualify as stove/oven?

ANSWER: No, we require a four (4) burner stove with oven and a microwave.

14. QUESTION: SOW Section 5.5 (L) Parking Spaces – Twenty (20) designated, marked, and secure parking spaces shall be made available or immediately adjacent to lodging facilities. Twenty (20) reusable parking passes, allowing entry into secure parking areas, shall be provided. Does gated qualify as secure? Will 20 spaces dedicated with passes but not marked qualify?

ANSWER: Gated qualifies as Secure. Parking spaces do not have to be marked.

15. QUESTION: Can an offeror provide multiple bids/options/solutions for the Government's consideration to satisfy this requirement?

ANSWER: See page 36 of 59 (e). Encourage proposal be in conformance with SOW even though provision 52.212-1(e) allows entertaining multiple offers.

16. QUESTION: If an offeror proposes a Technically Acceptable solution that includes two apartment complexes at a lower cost than all Technically Acceptable solutions that include housing personnel at one complex, will the Government award the Low Cost Technically Acceptable option even though one complex is "preferred"?

ANSWER: Solicitation SOW states either 1 or 2 buildings/complexes will be accepted if it meets all SOW requirements.

17. QUESTION: Will the Government consider the relevant past performance of a Team Member/Subcontractor?

ANSWER: Page 35 of 59 of the solicitation stipulates who can and cannot complete a

PPQ.

18. QUESTION: Is the contract selection for this solicitation based on “low cost, technically acceptable” or “best value”?

ANSWER: Low price, technically acceptable.

19. QUESTION: What is the grading criteria for selection (i.e.; cost is more important than technical)?

ANSWER: Low price, technically acceptable.

20. QUESTION: Will the government consider extending the distance requirements to 4 mile drive of hanger 5?

ANSWER: No. we will not subject our personnel to a four (4) mile walk if snow should block the roads.

21. QUESTION: Is the (1) mile drive of hangar 5 considered (1) mile radius of hangar five?

ANSWER: Yes, that means a (1) mile radius of Hangar Five.

22. QUESTION: Is the government assuming that coast guard personnel using the metro will either arrive/depart from the Reagan Internal Airport metro stop and walk to Hangar 5?

ANSWER: No. The Metro Stop requirement is relative to the Lodging Facility only, not to Hangar Five. Our personnel will walk or drive (during inclement weather) from the lodging facility to Hangar Five.

23. QUESTION: Can a vendor still use the Crystal City Metro or Pentagon City metro to meet your distance requirements? As an example if the vendor used the Lenox Club Apartments can they use this building since the Pentagon City Metro stop is less than 10 minute walk to the Pentagon City Metro Stop? Will the driving distance of 1 mile of hangar five than be waived?

ANSWER: Yes, you may use any Metro Stop which complies with the 10 minute walk requirement from the Lodging Facility. No, the (1) mile distance from the Lodging Facility to Hangar Five will not be waived under any circumstances.

24. QUESTION: Is an Overpass considered a bridge crossing?

ANSWER: Our definition of “Bridge Crossing” refers to those Bridges which cross the Potomac River only. Any Overpass within the (1) mile distance requirement is acceptable.

25. QUESTION: Will there be a clause in the contract that states all 365 days will be paid to the vendor? If not, what is maximum number of days a vendor would have to absorb the cost of vacant rooms?

ANSWER: Solicitation is for a Fixed Price Proposal for 34 rooms for 365 days for the base year and subsequent years, if options are exercised. The contract award shall be based on 34 rooms for base year and subsequent option years if exercised.

26. QUESTION: Given the due date of 11/4/16, when can the final award be expected? The amount of time to prepare the needed number of units will be significant and as much lead time as possible will help keep the bid cost down.

ANSWER: Current contract expires 19 FEB 2017. Anticipate the award to be well in advance of this date.

27. QUESTION: Are locations up to 1.3 miles away by drive outside of the scope of the 1 mile distance to Hangar 5 as shown on the map?

ANSWER: Distance requirements are detailed in SOW Section 2.0, 5.0, 5.6.

28. QUESTION: Is the intent to lease all accommodations for the duration of the contract or is there a minimum number of lodging units that can be expected to be leased per month? Stated differently, can we expect that if 34 bedrooms are leased will they be leased for the full 1 year term (with option to extend)? The SOW states the services will be needed on a year-long basis but not that they will be leased as such.

ANSWER: Yes, ALL 34 units will be leased every month regardless of monthly occupancy rates.

29. QUESTION: The SOW Section 5.4 a and b states cable connections be made available. Does this include cable services or just the ability to subscribe to cable services? If cable service is required are there any requirements on channel packages?

ANSWER: We request BASIC CABLE SERVICES ONLY (i.e. local channels, Discovery, ESPN, Travel, TBS, TNT, etc); generally, the same basic service which is offered in most hotels. However, movie channels (HBO, Showtime, etc) are not required nor requested.

30. QUESTION: Housekeeping services are requested as needed upon departure of personnel and on a weekly basis. As housekeeping is a significant expense additional cleanings beyond 1 per week may need to be billed in addition to the bid rate. For example, if weekly cleanings are on a Monday for a specific unit and then someone departs on the same Thursday with another person arriving Saturday, there would be an additional cleaning that would need to be billed.

ANSWER: Housekeeping will be scheduled by the NCRADF lodging administrator. Normally, one room cleaning per week is requested, with a 7-8 interval scheduled between cleanings. Departure cleanings must occur on the date of the guest's departure. Most of our guests will stay for 18 consecutive days. Those guests will require 2 cleanings: a mid-stay and a departure cleaning. Mid-stay cleanings will not be scheduled on weekends or holidays. For those guests staying less than 8 days, only a departure cleaning will be needed.