N3220526R6021 QA 3.pdf

MILITARY SEALIFT COMMAND

N3220526R6021

Q&A 3

QUESTION #1

SOLICITATION SECTION: A. LODGING/FACILITIES

PARAGRAPH / SECTION NO: 1

QUESTION: Do you need an AAA report showing the inspection date of 2025? Would you accept older outdated reports for 2024? Can we simply provide you the link for the hotel on AAA.com for our hotels?

ANSWER: In accordance with Section A.1 and Technical Subfactor 1, hotel facilities must have an active AAA Three (3) Diamond Designation or higher at the time of proposal submission.

Offerors shall provide current documentation demonstrating the active designation. A hyperlink alone is insufficient. The documentation must clearly show the current AAA Three Diamond (or higher) rating at the time of proposal submission.

Outdated documentation that does not confirm current designation at time of submission may render the proposal unacceptable.

QUESTION #2

SOLICITATION SECTION: A. LODGING/FACILITIES

PARAGRAPH / SECTION NO: 2

QUESTION: In the instructions to offer, it does NOT talk about “One of the printers must have the following features available, copy. Print, scan and fax.” Can you clarify what is required in the business center?

ANSWER: The Business Center must meet the requirements in Section A.2 of the PWS. At least two (2) printers must be available, and at least one must have copy, print, scan, and fax capability. If a multifunction device is used to meet these requirements, it must provide all listed functions. The technical proposal must clearly state compliance.

QUESTION #3

SOLICITATION SECTION: A. LODGING/FACILITIES

PARAGRAPH / SECTION NO: 3

QUESTION: What is the proof that you need that the hotel is within ½ mile distance of a public transportation designated stop. Do you want a copy of the name of the bus stop/schedule plus report showing the distance from the hotel using MapQuest?

ANSWER: Offerors shall provide documentation sufficient to demonstrate compliance with the ½ mile requirement, consistent with Technical Subfactor 1 requirements for distance documentation.

This may include:

• A printed MapQuest screenshot showing distance

• Identification of the designated stop

• Schedule information (if applicable)

If relying on shuttle service instead of distance, the proposal must describe the shuttle arrangement and schedule.

QUESTION #4

SOLICITATION SECTION: A. LODGING/FACILITIES

PARAGRAPH / SECTION NO: 3

QUESTION: What are the criteria for changing the hotel for throughout the life of the contract?

Can we submit a proposal with hotels, then after contract award just switch them out at any time?

ANSWER: Hotel properties may not be unilaterally changed after award. Any proposed replacement property must meet all of the requirements of the solicitation, including the following:

• Meet all solicitation requirements

• Be located within required mileage/commute limits

• Provide equal or lower room-night rates

• Be approved in writing by both the KO and COR prior to implementation

Approval is at the Government’s discretion.

QUESTION #5

SOLICITATION SECTION: A. LODGING/FACILITIES

PARAGRAPH / SECTION NO: 4

QUESTION: Are you saying that the contractor will need to have 95 rooms blocked and reserved every day? Are you guaranteeing payment for all 95 rooms? Is there a maximum number of hotels that can be used? How far in advance will we get reservations? Do you ever extend reservations, if so, how much notice will we get?

ANSWER: The Government does not guarantee a fixed number of rooms. The estimate of up to 95 rooms per night is not a guaranteed block. The Government will pay only for actual rooms utilized by authorized CIVMARs.

Offerors must ensure sufficient availability to meet fluctuating demand.

There is no maximum number of hotels specified; however, all proposed hotels must meet all solicitation requirements.

Advance notice of reservations will vary depending on mission requirements.

QUESTION #6

SOLICITATION SECTION: A. LODGING/FACILITIES

PARAGRAPH / SECTION NO: 6

QUESTION: Can we offer per-diem rates for this requirement and be considered?

ANSWER: Offerors may propose rates up to the applicable per diem lodging rate for the locality; however, proposed rates shall not exceed the per diem lodging ceiling established in the Joint Travel Regulations (JTR) for the 23604 locality at the time of proposal submission.

Proposed rates must comply with the pricing structure established in the TCE-HR Pricing Spreadsheet.

QUESTION #7

SOLICITATION SECTION: A. LODGING/FACILITIES

PARAGRAPH / SECTION NO: 6

QUESTION: Can we offer one rate in winter and another in summer?

ANSWER: No. Offerors shall propose a single fixed unit rate per room night for each contract year in accordance with the TCE-HR Pricing Spreadsheet. Seasonal or variable rates within a contract year are not permitted.

QUESTION #8

SOLICITATION SECTION: A. LODGING/FACILITIES

PARAGRAPH / SECTION NO: 6

QUESTION: This statement needs clarification: However, generally the U.S. Government is tax exempt. Given the repeated compliance issues and financial risk to hotels, the U.S. Government should clearly address tax responsibility and limitations of tax exemption within the solicitation itself. The solicitation should explicitly state:

• Which taxes and fees the U.S. Government is exempt from

• That tax exemption applies only to direct government payments

• That third-party contractors are responsible for all applicable taxes and fees owed to hotels and transportation providers

• That contractors may not represent themselves as tax-exempt or use government documentation to claim exemptions on payments they make

Additionally, clarification is needed that a third party may not present falsified or misused tax exemption documentation—such as providing a tax ID associated with a government agency or submitting a signed SF-1449—to a hotel in order to claim a tax exemption to which they are not entitled.

ANSWER:

Under this solicitation, the Prime Contractor is responsible for compliance with all applicable tax laws and regulations. Offerors shall include all applicable federal, state, and local taxes, fees, and charges in their proposed composite rates unless a lawful exemption applies to the specific transaction.

The Government’s tax-exempt status does not automatically extend to third-party contractors.

Contractors shall not represent themselves as tax-exempt nor use Government documentation to claim tax exemptions to which they are not legally entitled.

Nothing in this solicitation authorizes the improper use of Government tax identification numbers, contract documents, or other Government instruments for purposes of claiming tax exemption.

QUESTION #9

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: 1

QUESTION: Can we offer per-diem rates for this requirement and be considered?

ANSWER: Offerors may propose rates up to the applicable per diem lodging rate for the locality; however, proposed rates shall not exceed the per diem lodging ceiling established in the Joint Travel Regulations (JTR) for the Hampton Roads, VA locality at the time of proposal submission.

Proposed rates must comply with the pricing structure established in the TCE-HR Pricing Spreadsheet.

QUESTION #10

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: 1

QUESTION: How much advance notice will we receive for reservations?

ANSWER:

Reservations will be made in advance of arrival by the MSC designated Point of Contact (POC).

The amount of advance notice will vary depending on mission and training requirements. While MSC will make every reasonable effort to provide advance notice, short-notice reservations may occur. Offerors must be capable of accommodating fluctuating and short-notice requirements.

QUESTION #11

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: 1

QUESTION: In regard to authorization to invoice – Is this for all nights of the reservation or for only one night even if the reservation is for 10 nights?

ANSWER: Authorization to invoice applies to the first night only when a reservation is marked “late arrival” and the CIVMAR does not arrive by 6:00 p.m., in accordance with Section B.1 of the solicitation.

The Government is not liable for multiple nights unless otherwise specifically authorized in writing by the Government.

QUESTION #12

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: 2

QUESTION: Are you not paying for these reservations if the guest does not arrive at 6pm?

ANSWER: If a reservation is not marked “late arrival” and the CIVMAR has not arrived by 6:00 p.m., the hotel may cancel the reservation in accordance with Section B.2. In such cases, the Government is not liable for payment.

If a reservation is marked “late arrival” and the CIVMAR does not arrive, the hotel is authorized to invoice for the first night only, in accordance with Section B.1.

QUESTION #13

PARAGRAPH / SECTION NO: 5

QUESTION: Even though the contract is with the third party is it ok if the hotel just sends you the report each day? What time is this report needed? Do you really need this daily?

ANSWER: Section B.5 requires a daily hotel roster for all hotels on contract. Daily reporting is required to ensure accountability of authorized CIVMARs and accurate room availability tracking.

The Prime Contractor remains responsible for compliance with this requirement. While the hotel may transmit the daily roster directly to the Government, this does not relieve the Prime Contractor of contractual responsibility for ensuring the report is complete, accurate, and submitted.

The specific time of submission will be coordinated post-award with the Contracting Officer’s Representative (COR) to support operational needs.

QUESTION #14

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: a. DINING

QUESTION: Just ½ mile from the hotel or within a safe and easy walk of the hotel? For example, can the restaurant be within ½ mile but across a highway with six lanes and barriers?

Do you want a copy of the restaurants from the hotel using MapQuest?

ANSWER: The requirement is that dining facilities be located within one-half (½) mile of each hotel assigned to the contract, in accordance with the solicitation.

Offerors are responsible for ensuring that dining facilities within the required distance are reasonably accessible to CIVMARs. The Government will evaluate proposed facilities for compliance with the stated distance requirement and overall suitability.

Offerors shall provide documentation sufficient to meet the requirements of the solicitation.

QUESTION #15

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: b. LIABILITY

QUESTION: Can the hotel ask for a credit card at check-in for the incidentals and possible damage charges?

ANSWER: Yes. In accordance with the Liability section of the solicitation, CIVMARs are personally responsible for incidental expenses, personal charges, and any damage to the hotel facility.

Hotels may request a credit card at check-in for incidental charges and potential damages consistent with standard commercial practice. The Government is not responsible for personal or incidental expenses incurred by CIVMARs.

QUESTION #16

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: c. SAFEGUARDING VALUABLES

QUESTION: You state that we can provide a safe deposit box at the front desk. Would a hotel have to have one safe deposit box per guest in the hotel? For example, most hotels only have 2 to 4 safe deposit boxes at the front desk (if that). Can the hotel have four safe deposit boxes at the desk and still accommodate 20 guests, or do you want a safe deposit box per person?

ANSWER: No. The solicitation does not require one safe deposit box per guest.

The Contractor must provide a reasonable means of storing and safeguarding small, high-value personal property in accordance with Section C. This requirement may be satisfied through in-room safes or safe deposit boxes at the front desk.

If safe deposit boxes at the front desk are used, the Contractor must ensure that sufficient secure storage is available to reasonably accommodate authorized CIVMAR occupants.

QUESTION #17

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: c. SAFEGUARDING VALUABLES

QUESTION: In the instructions to offer, it states that safes must be installed within 14 days of contract award. Please clarify which requirement is correct.

ANSWER: The requirement in Section c governs. The Contractor may satisfy the safeguarding requirement by providing either:

1. In-room safes, or

2. Safe deposit boxes at the front desk.

If an Offeror proposes to meet the requirement through in-room safes and those safes are not currently installed in each room occupied by CIVMARs, they must be installed within fourteen

(14) days of contract award.

If the Offeror proposes to meet the requirement through secure storage at the front desk, installation of in-room safes is not required.

QUESTION #18

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: e. TRANSPORTATION

QUESTION: Are you looking for a contractor to transport all CIVMARS from all hotels in one trip each morning and each afternoon? This would require one or two charter buses each day.

ANSWER: The solicitation does not require that all CIVMARs be transported in a single trip or that charter buses be used.

The Contractor is responsible for ensuring that each authorized CIVMAR receives one round trip per day, Monday through Friday, and that all CIVMARs arrive at the designated Training Center locations within the required drop-off window specified in Section E.

The method of transportation (e.g., charter bus, shuttle, multiple vehicles, or staggered trips) is at the Contractor’s discretion, provided all solicitation requirements for timeliness, safety, and base access are met.

QUESTION #19

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: e. TRANSPORTATION

QUESTION: Are you open to using multiple shuttles (vehicles that can accommodate up to 15 passengers) to transport this group in multiple trips each day to and from the hotel and Ft. Eustis?

ANSWER: Yes. The Contractor may utilize multiple shuttles or vehicles with smaller passenger capacities, provided that all authorized CIVMARs receive one round trip per day, Monday through Friday, and are delivered to the designated Training Center locations within the required drop-off window specified in Section E. All vehicles must meet applicable safety, licensing, insurance, and base access requirements.

QUESTION #20

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: e. TRANSPORTATION

QUESTION: Are you open to using multiple shuttles (vehicles that can accommodate up to 15 passengers) to transport this group in multiple trips each day to and from the hotel and Ft. Eustis?

ANSWER: Yes. The Contractor may utilize multiple shuttles or vehicles with smaller passenger capacities, provided that all authorized CIVMARs receive one round trip per day, Monday through Friday, and are delivered to the designated Training Center locations within the required drop-off window specified in Section E. All vehicles must meet applicable safety, licensing, insurance, and base access requirements.

QUESTION #21

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: e. TRANSPORTATION

QUESTION: Can you use a hotel shuttle and make a couple of runs from the hotels to Fort Eustis? Each shuttle trip would be within one hour, just would start at different times. Examples would be leaving the hotel at 5am and 6am.

ANSWER: Yes. The Contractor may use a hotel shuttle and conduct multiple runs, provided that all authorized CIVMARs are delivered to the designated Training Center locations within the required drop-off window specified in Section E.

Staggered departures are permissible as long as the arrival time requirement is met and service remains reliable and consistent.

QUESTION #22

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: e. TRANSPORTATION

QUESTION: Are you looking for a contractor to provide 55 passenger vehicles (mainly buses) that will transport all CIVMARs to the hotels and Fort Eustis at one time.

ANSWER: No. The solicitation does not require the use of 55-passenger vehicles or that all CIVMARs be transported in a single vehicle at one time.

The Contractor may determine the appropriate vehicle type and capacity, provided that all authorized CIVMARs receive one round trip per day and are delivered to the designated Training Center locations within the required drop-off window specified in Section E.

All vehicles must comply with applicable safety, licensing, insurance, and base access requirements.

QUESTION #23

PARAGRAPH / SECTION NO: e. TRANSPORTATION

QUESTION: Are you open using multiple shuttles to transport 10-15 people at one time to and from Fort Eustis.

ANSWER: Yes. The Contractor may utilize multiple shuttles transporting 10–15 passengers at a time, provided that all authorized CIVMARs receive one round trip per day and are delivered to the designated Training Center locations within the required drop-off window specified in Section E.

All vehicles must comply with applicable safety, licensing, insurance, and base access requirements, and service must be reliable and sufficient to meet the daily demand.

QUESTION #24

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: e. TRANSPORTATION

QUESTION: Can you use a hotel shuttle and make a couple of runs from the hotels to Fort Eustis? Each shuttle trip would be within one hour, just would start at different times. Examples would be leaving the hotel at 5am and 6am.

ANSWER: Yes. The Contractor may use a hotel shuttle and conduct multiple runs from the hotel(s) to Fort Eustis, provided that all authorized CIVMARs are delivered to the designated Training Center locations within the required drop-off window specified in Section E.

Staggered departure times are permissible so long as the required arrival time window is met and transportation service remains reliable and consistent.

QUESTION #25

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: e. TRANSPORTATION

QUESTION: Do all CIVMARs need to be picked up at the same time each day?

ANSWER: No. CIVMARs do not need to be picked up at the same time each day.

The requirement is that all authorized CIVMARs be delivered to the designated Training Center locations within the required drop-off window specified in Section E. Staggered pickup times are permissible, provided the arrival time requirement is met and transportation service remains reliable and consistent.

QUESTION #26

PARAGRAPH / SECTION NO: e. TRANSPORTATION

QUESTION: Can the contractor use school buses?

ANSWER: The solicitation does not prohibit the use of school buses.

Any vehicle used for transportation must comply with all applicable federal, state, and local safety regulations, licensing requirements, insurance requirements, and Fort Eustis base access requirements. Vehicles must also provide appropriate climate control and safe, reliable transportation for authorized CIVMARs.

The Contractor is responsible for ensuring that any proposed vehicle type meets all contractual and regulatory requirements.

QUESTION #27

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: e. TRANSPORTATION

QUESTION: How many times in the last two years was transportation required on the weekends and Federal Holidays?

ANSWER: The solicitation does not prohibit the use of school buses.

QUESTION #28

SOLICITATION SECTION: B. HOTEL RESERVATIONS

PARAGRAPH / SECTION NO: e. TRANSPORTATION

QUESTION: How many times in the last two years was transportation required on the weekends and Federal Holidays?

ANSWER: Weekend and Federal Holiday transportation requirements are mission-dependent and vary based on training schedules. Historical data from prior years does not guarantee future requirements and is not binding for this solicitation.

Offerors should base proposals on the requirements stated in the solicitation. Weekend or Federal Holiday transportation may be required if operational needs dictate.

QUESTION #29

SOLICITATION SECTION: a. DOCUMENTATION IDENTIFICATION OF CIVMARS

PARAGRAPH / SECTION NO: f. RENOVATION AND MAJOR CONSTRUCTION OF

HOTEL FACILITY

QUESTION: What type of renovations are acceptable by the COR and/or the Contracting Officer?

ANSWER: The solicitation prohibits lodging CIVMARs at hotel facilities that are under renovation and/or undergoing a major construction project. Contractors are responsible for notifying the Government of any renovation or construction activities that may affect lodging conditions. If a facility is determined to be under renovation or major construction, CIVMARs may not be lodged at that facility during that period.

QUESTION #30

SOLICITATION SECTION: Ordering Procedures

PARAGRAPH / SECTION NO:

QUESTION: Is this a single award or does the government intend to make multiple awards for this solicitation?

ANSWER: The Government intends to make a single award under this solicitation.

Award will be made to the responsible offeror whose proposal conforms to the solicitation requirements and is determined to be the Lowest Price Technically Acceptable (LPTA), in accordance with FAR 52.212-2 and the terms of the solicitation.

QUESTION #31

SOLICITATION SECTION: Past Performance

PARAGRAPH / SECTION NO:

QUESTION: Please detail what is required for past performance for this contract? Or will you award based on price only? Can a small company with little or no experience in managing the day-to-day details of a contract of this size be eligible for an award? Most of the companies that will respond to this solicitation will not have any experience in owning and managing any five-year contract.

ANSWER: In accordance with FAR 52.212-2, Evaluation—Commercial Products and Commercial Services, award will be made to the responsible offeror whose proposal conforms to the solicitation and is determined to be the Lowest Price Technically Acceptable (LPTA), price and other factors considered.

The following factors will be evaluated:

• Factor 1 – Price

• Factor 2 – Technical Capability, which includes:

o Subfactor 1 – General Requirements of Hotel(s) Facilities o Subfactor 2 – Hotel’s Fire and Safety Policies and Procedures o Subfactor 3 – Health and Sanitation of Hotel(s) Facilities o Subfactor 4 – Transportation to and from Hotel(s) Facilities o Subfactor 5 – On-site Inspection of Hotel(s) Facilities

An offeror must be found technically acceptable under all Technical Capability subfactors to be eligible for award. Award will not be based on price alone.

The solicitation does not establish a separate past performance evaluation factor. However, the Government will make an affirmative responsibility determination in accordance with FAR Part 9 prior to award.

Small businesses are eligible to compete. All offerors, regardless of size, must demonstrate the capability to meet the solicitation requirements in order to be considered technically acceptable.

QUESTION #32

SOLICITATION SECTION: N/A

PARAGRAPH / SECTION NO: N/A

QUESTION: Are you looking for the hotel to accommodate a CIVMAR’s guest or families in a guest room at no cost?

ANSWER: No. The requirement is for single-occupancy lodging for authorized CIVMARs only. The Government is not responsible for lodging, meals, or any other expenses associated with guests or family members. Any accommodation of guests or family members would be subject to the hotel’s standard commercial policies and would be the sole financial responsibility of the CIVMAR.