Lodging FAQs.pdf

Frequently Asked Questions

1. Does the Government intend for the official solicitation to have a SB set aside requirement? Yes

2. Does the Government intend to award all 8 PoP’s in one single award? Yes

3. Does the Government intend or prefer to award to only one vendor? Yes

4. Does the Government intend to use a LPTA award model? Yes

5. Does the Government intend for the Solicitation to be an IDIQ to allow for a more competitive and smaller solicitation community for Project 2? No

6. Does the Government intend for this to be a Firm Fixed Price Award? Yes

7. Will the Firm Fixed Price status ensure that any vacant periods of units contracted will be paid for? E.g. cycling between guests or if guest departs early? Yes, Rates will be paid as per the agreed upon rates regardless of occupancy status.

8. Will the Firm Fixed Price Award status alleviate the need to waive any early checkout or departure fees if a government employee is required to break their lease and return to his/her duty station? Rates will be paid as per the agreed upon rates regardless of occupancy status.

9. Will the Firm Fixed Price Award status alleviate the need to waive any prepayment to guarantee or hold unit(s)? The government will not provide pre-payment for units.

10. Will the Firm Fixed Price Award status alleviate the need to waive any fees for canceled orders before check‐in if the government’s mission is changed/canceled or if funding is not authorized at the time of service? No, Contract will require a Modification if this occurs.

11. Does the Government intend for each unit to be occupied by only one person? Yes, however, there may be cases where an employee requests to bring additional occupants.

12. If the Government intends for each unit to be occupied by one PNS employee and that PNS employee chooses to bring a spouse or any family member(s) to stay in the lodging unit with them and DOES NOT inform the COR or the contractor of the extra occupants, for an amount of time such that the terms of the “single occupancy” lease are broken.

Will the US Navy support the contractor charging the employee GOV CC for additional occupants that may be required in order to change the occupancy terms of a lease from single to multiple occupants. If the Government intends for each unit to be occupied by one PNS employee and that PNS employee chooses to bring a spouse or any family member(s) to stay in the lodging unit with them and DOES inform the COR or the contractor of the extra occupants in advance. Regardless of whether the PNS employee informs the COR of additional occupants or not, the contractor shall not charge the GTCC. Per paragraph 4.9 of the SOW: “Room assignments shall be provided by vendor based upon room availability and duration. Vendor shall be provided with a list of employees’ names, arrival and departure dates only. Priority shall be given based upon duration and room availability within duration. Any changes to room assignments shall align with vendor’s duration and room availability list. All changes shall be approved by the Contracting Officer via a room change request form prior to moves occurring. Moves from one location to another location shall be at a minimum and shall be justified in writing by the requesting party to the Contracting Officer for approval. All room changes submitted will be relayed through the respective Unions of requesting personnel for concurrence.” The Vendor must notify the Government of any occupancy restrictions in place. The Government will then in turn notify the employees of any occupancy restrictions. Additionally, it is not the responsibility of the Government to inform the Vendor if PNS employees intend to have an additional occupant reside in the unit.

13. Will ancillary charges to be charged to employee GOV CC be considered when determining overall price for any awards - IDIQ or subsequent delivery orders? E.g. Pet Fees, Extra parking spaces, Extra sets of Keys, Lost keys, Extra occupants. In accordance with paragraph 4.5 of the SOW: “Rates for units quoted shall be all inclusive.” Anything outside of the minimum requirements outlined in the SOW that is not included in the room rate that is personally requested for by the employee (and identified as such to the employee as not included and extra) shall be paid for by the employee, personally.

14. Does the Government want the ancillary fee schedule included in an RFP response? Rates proposed should be all inclusive.

15. Does the Government intend to “cycle travelers” or “re-purpose” the lodging units? Does the Government intend to establish a maximum frequency of re-using units so that contractors can appropriately factor the “Turn Cleans” into pricing? E.g. each unit can be reused twice during the PoP of the task order. The rooms may be utilized by multiple employees throughout the life of the contract depending on the project schedule and need. Units shall be cleaned as outlined in the SOW. The government intends to limit occupancy turn-overs to the max extent practicable (as outlined in para 4.9 of the SOW), however, data is not available to estimate the number of times this may happen.

16. Does the Government intend for the frequency of “Turn Cleans” to be “low”? If so, can the Government please describe that with a number based on past performance? E.g.

Based on past performance the Government anticipates that each unit will have to be turn cleaned 2 times during each PoP. See previous answer.

17. What is the allowable credit card fee for any charges (ancillary’s and damages) that are incurred on GOV CC’s? Damage and unanticipated charges should not be charged to the employee. Any unforeseen charges not covered under the room rate shall be submitted as a claim/REA to the government under the resulting contracting and will be evaluated by the Government for validity and entitlement per the FAR.

18. If units are to be reused (cycled), how many days in advance will the contractor be given to schedule and complete the Turnover clean? The COR will provide advanced notice as they receive notice. The PNS stay duration is usually known at the time of move-in.

The COR will work with the vendor for acceptable turn cleans if a short notice happens.

19. If a turn clean is incurred due to an employee wanting to move to another lodging unit for their own convenience and not mission related, but the originally assigned unit has met all requirements; can that turn clean fee be charged to that employee? Employees shall not be personally charged. Moves will be dictated by the process outlined in paragraph

4.9 of the SOW. Cleanings will be scheduled and handled by the COR with the vendor as needed. The government reserves the right to authorize a move at no additional cost to the government, based on the needs of the government.

20. Regarding parking, if a property has “Open” parking meaning that there are no “reserved” or “assigned” spaces, is that property disqualified from being used? No, however the parking must be designated as “Safe” in accordance with the requirements outlined in the SOW; this will be determined at the pre-inspection stage of proposed units.

21. Because no background checks are allowed, will the Government allow the contractor to collect full occupant info at a minimum (name, cell, email, home address, copy of DL)? All government employees have had a significant background check. Basic contact information will be provided by Contracting. PNS employees are encourage not to provide PII. If it is necessary to contact the occupant, this can be done by the COR.

22. San Diego requires owners to have a STRO (short term residential occupancy) license for renting units for less than one month. Does the Government intend to re-use the units for lengths of stay that are less than 30 nights? No. However, there may be cases that do require a less than 30 day stay based on the needs of the government.