CSU-West Q AND A-2.pdf

MILITARY SEALIFT COMMAND

N3220524R2055

QUESTIONS AND ANSWERS - 2

The following is an answer to a question received from potential offeror. The answer provides clarification only and DO NOT constitute an amendment to the Solicitation.

Question 1: Do you have time frames for transportation from the hotel to the training sites? It states arriving no later than 7am, but does the bus need to stay? Or what time do they need to be picked up and transported back?

Answer: Please see page 6 on the Solicitation, paragraph B. TRANSPORTATION.

There is no requirement for the bus to stay at either the pick-up or drop-off point locations.

Question 2: Tax Exemption

Please review the following three paragraphs and add clarification. The federal government is exempt when they pay the awardee for the contract only. The awardee is not tax exempt when they pay the hotels and/or transportation providers. Third party government contracts are for profit and owe taxes to hotels and transportation providers. These items need to be clarified so we can clearly share with hotels and transportation providers in the market. Unfortunately, some of these companies will try to tell the hotels and transportation providers that since the government is paying, they are tax exempt.

Answers: Question 2 does not state a question.

Question 3: Lodging/Facilities Paragraph 3 States:

The Contractor shall provide a single room night rate per day, including all applicable taxes, fee and charges in the composite rate. No Tax-Exempt Certificate will be provided, or any other document will be provided to assist with any type of tax exemption. The total price for one unit of lodging should be consistent with the per diem locality rates as specified in the Joint Travel Regulations as amended.

Answers: Question 3 does not state a question.

Question 4: Hotel Reservations

Can you please confirm that reservations are made by the MSC POC to the contractor directly, not to the hotel?

Hotel Reservations Paragraph 1 States:

Reservations will be made in advance of arrival by the MSC designated POC.

Answer: Reservations will be made in advance of arrival by the MSC designated POC directly to the Contractor. Reservations are not made directly to the hotel by MSC POC.

Question 5: Hotel Reservations

The below information regarding canceling and holding rooms is contradictory and is not in line with standard hotel policies. If we tell a hotel that they can release a room at 6 pm, they will sell that room. If the city is sold out, then a CIVMAR arrives at 10 pm, there will not be a hotel in town with availability. It is not possible to first release the room for resell and then tell the hotel to also have a room available if the CIVMAR arrives later. It cannot be both ways, either the hotel can release the room, or they need to hold the room for a confirmed reservation.

Hotel Reservations Paragraph 3 States:

Reservations made will be held until 6 p.m. on the date of arrival. If the CIVMAR does not arrive by 6 p.m., and the hotel reservation has not been marked as “late arrival”, the hotel reservation will be cancelled by the hotel. If a CIVMAR reports to the hotel after a same day reservation has been cancelled, the contractor will advise the CIVMAR which hotel, based on availability, can accommodate their stay, contact the hotel, and make a reservation. These CIVMARs are responsible for their own transportation between hotel (s).”

Answer: Please see page 4 of the Solicitation paragraph 2 of HOTEL RESERVATIONS.

Question 6: Damages

If the CIVMAR is responsible for all incidentals and all damages, then can the hotel ask for a valid credit card at check-in? If the awardee is not responsible and the government is not responsible for damages, then the hotel should be able to obtain a valid open credit card from each CIVMAR at check-in. This follows standard hotel policy for all guests.

Liability Paragraph 1 States:

The Government shall not assume expenses incurred other than those prescribed in the contract. The government will not be responsible for hotel expenses for any rooms issued without the required proper identification at registration as required by MSC (See “DOCUMENTATION”). The CIVMAR will assume responsibility for any additional expenses incurred for personal use and entertainment, (i.e., telephone use, pay per view cable television movies and/or sports broadcasts, alcoholic beverage, or other extra hotel amenity charges). The CIVMAR shall be directly responsible for such expenses and shall make payments directly to the hotel or motel. Damage to the hotel facility by the CIVMAR is the sole responsibility of the individual CIVMAR. The Contractor’s desk clerk and/or the manager on duty shall explain this requirement for personal liability to CIVMARs upon check-in.

Answer: It is not permissible to obtain personal or Government credit cards from CIVMARs upon checking in to cover damages to the hotel rooms or damages to the facility.

Question 7: Safety Deposit Boxes/In-Room Safes

Clarification is needed for the information below. No hotel has enough safety deposit boxes at the front desk to accommodate all CIVMARS that might stay in the hotel as well as other guests. Plus, safety deposit boxes at the front desk are not always available 24 hours a day. In the past, you have required in-room safes. Is this still a requirement? This section needs clarification.

Safeguarding Valuables Paragraph 1 States:

The Contractor shall provide a means of storing and safeguarding small, high value personal property of the occupants. This may be accomplished by providing safes in each room or by providing safe deposit boxes at the front desk. Each authorized CIVMAR occupant shall be notified at check-in that the hotel or motel will provide this service free of cost to the occupant. If the occupant elects to use this service, the hotel or motel is responsible for safeguarding small high value personal property. If CIVMARs are expected to utilize “in-room” safes which are not currently installed in each room, they would need to be installed within 14 days of contract award.

Answer: Please see page 4 of the Solicitation third full paragraph, SAFEGUARDING

VALUABLES.

Question 8: Transportation

Since pick-up times may vary based on the number of trips per day, can you give an estimate of how many trips may be required per day?

B. Transportation Paragraph 2 States:

Return transportation pick up times may vary depending on the number of trips each day, and will be coordinated by the MSC POC.

Answer: Please see page 6 of the Solicitation, paragraph B. TRANSPORTATION.

Question 9: Transportation

How much notice will be given to the contractor for pick-up times?

B. Transportation Paragraph 2 States:

The Contractor shall be responsible to coordinate travel arrangements on a daily basis with the MSC POC in sufficient time to ensure timely logistical arrangements.

Answer: Please see page 6 of the Solicitation, paragraph B. TRANSPORTATION.

Question 10: Past Performance

You have not asked for any Past Performance. For a contract of this size, magnitude, and daily management requirement, does a company submitting a proposal need to have RELEVANT past performance?

Answer: Past performance is not an evaluation factor for this procurement.

Question 11: Request for Extension

Proposals are due 8.19.2024 at 4 pm EDT. We are requesting that the due date for submission be extended until 8.21.2024 at 5 pm EDT.

Answer: Solicitation N3220524R2055 closing time is being extended to 21 August 2024, 4pm

EDT via Amendment 0002.