N3220526R6021 QA 5.pdf

MILITARY SEALIFT COMMAND

N3220526R6021

Q&A 5

QUESTION #1

SOLICITATION SECTION: A. LODGING/FACILITIES

PARAGRAPH / SECTION NO: 1

QUESTION: Do you know what days of the contract year and how many rooms per night will be needed?

ANSWER:

The Government does not guarantee specific dates or quantities of rooms.

Per the PWS, room nights will vary depending on the number of CIVMARs awaiting assignment or attending training. Based on historical data:

• Estimated average: 50 rooms per night

• Estimated maximum: Up to 95 rooms per night

• Estimated maximum room nights (first year): 34,675

The Government is only liable for and will only pay for actual rooms used.

QUESTION #2

PARAGRAPH / SECTION NO: 1

QUESTION: Are the rooms booked on regular intervals (e.g., every other week) or on a need basis?

ANSWER: Rooms are booked on a mission-driven need basis.

While training cycles may create recurring demand patterns, the PWS does not establish a fixed recurring schedule.

Demand is dependent on:

• Training schedules

• CIVMAR assignment cycles

• Operational requirements

Therefore, contractors must maintain sufficient availability to meet fluctuating requirements.

QUESTION #3

PARAGRAPH / SECTION NO: 1

QUESTION: If it is on a need basis, what is the lead time?

ANSWER: Reservations will be made in advance by the MSC designated Point of Contact

(POC).

The PWS does not establish a fixed minimum lead time. Lead times may vary based on operational requirements and travel arrangements.

Additionally:

• Some arrivals may be designated as “late arrival”

• Same-day changes may occur

Contractors are expected to coordinate closely with the MSC POC to ensure sufficient availability and logistical arrangements.

QUESTION #4

PARAGRAPH / SECTION NO: 1

QUESTION: Will the Government notify the contractor a certain number of days prior to arrival?

ANSWER: The PWS does not specify a required minimum advance notice period.

Reservations will be made in advance when practicable; however, requirements may arise with limited notice based on mission needs.

QUESTION #4

SOLICITATION SECTION: A. LODGING/FACILITIES

PARAGRAPH / SECTION NO: 1

QUESTION: Is there a minimum and maximum number of rooms required nightly?

ANSWER: There is no guaranteed minimum nightly quantity.

Based on historical data:

• Estimated average: 50 rooms per night

• Estimated maximum: up to 95 rooms per night

The contractor shall ensure a sufficient number of single rooms are available at all times to meet the Government’s needs.

The Government is only liable for actual rooms used.

QUESTION #4

PARAGRAPH / SECTION NO: 1

QUESTION: Does the Government require all rooms to be provided at a single hotel, or may multiple hotel properties be proposed?

ANSWER: The PWS does not require that all room nights be provided at a single hotel property.

Section A.1 states:

“The proposed hotel(s) may be at different locations; however, each facility shall be located within the mileage/commute requirements stated above and shall provide the same or lower room-night rates.”

Accordingly, contractors may propose multiple hotel properties, provided each proposed property:

• Meets the 25-mile radius requirement

• Is not separated from Fort Eustis by a tunnel

• Meets the one-hour peak commute requirement

• Maintains AAA Three (3) Diamond designation

• Complies with all PWS requirements

QUESTION #5

PARAGRAPH / SECTION NO: 1

QUESTION: If multiple hotel properties are proposed, is a separate proposal required for each property?

ANSWER: The solicitation does not require separate proposal submissions for each hotel property.

Offerors may address all proposed hotel properties within a single proposal submission under this solicitation.

However, the proposal must clearly identify and demonstrate how each proposed property independently meets all PWS requirements.

QUESTION #6

SOLICITATION SECTION: B. Hotel Reservations

PARAGRAPH / SECTION NO: a

QUESTION: Does the Government require the contractor to operate and provide meals, or only ensure access to dining facilities?

ANSWER: The PWS does not require the contractor to operate or directly provide meals.

The PWS states:

“The Contractor shall provide dining facilities for breakfast, lunch and dinner or there must be dining facilities within one half (1/2) of a mile from each hotel assigned to the contract…”

Accordingly, the requirement is to ensure that dining facilities are available either:

• On-site, or

• Within one-half (½) mile of each hotel property

QUESTION #7

SOLICITATION SECTION: B. Hotel Reservations

PARAGRAPH / SECTION NO: a

QUESTION: If meals are expected, are there minimum service-level requirements (hours, meal types, dietary restrictions, quantities)?

ANSWER: The PWS does not establish minimum service-level requirements such as:

• Specific hours of operation

• Types of meals

• Dietary accommodations

• Minimum quantities

The requirement is limited to ensuring availability of breakfast, lunch, and dinner dining facilities on-site or within one-half (½) mile.

QUESTION #8

SOLICITATION SECTION: B. Hotel Reservations

PARAGRAPH / SECTION NO: a

QUESTION: Are meal costs paid by the Government, or are CIVMARs responsible for their own meals?

ANSWER: The contract does not provide for payment of meals by the Government.

The PWS requires only that dining facilities be available on-site or within one-half (½) mile. It does not establish a meal CLIN or reimbursement structure.

Authorized CIVMARs are responsible for payment of their own meals in accordance with applicable travel regulations.

QUESTION #9

SOLICITATION SECTION: E. Transportation

PARAGRAPH / SECTION NO:

QUESTION: Must the public transportation/shuttle access in PWS A.3 be available seven days per week?

ANSWER: PWS A.3 establishes a lodging location requirement (proximity to public transportation or availability of shuttle service with a set schedule).

It does not prescribe a specific seven-day-per-week availability requirement.

However, the lodging facility must meet this requirement throughout the life of the contract.

QUESTION #9

SOLICITATION SECTION: E. Transportation

PARAGRAPH / SECTION NO:

QUESTION: Is weekend and Federal Holiday transportation mandatory or optional?

ANSWER: Weekend and Federal Holiday transportation is required when coordinated by the MSC TCE-HR Training Site Manager or MSC POC.

PWS E.6 states there may be requirements for transportation on weekends and Federal Holidays and that such transportation will be coordinated in advance as needed.

When requested by the Government, transportation is mandatory.

QUESTION #10

SOLICITATION SECTION: E. Transportation

PARAGRAPH / SECTION NO:

QUESTION: Will multiple shuttle runs be required in the 0645-0700 window?

ANSWER: The PWS requires that authorized CIVMARs be delivered between 0645 and 0700 a.m.

The contractor shall have a sufficient size and/or number of vehicles to support required arrival timeframes.

The specific number of shuttle runs required is dependent on the number of CIVMARs requiring transportation and the contractor’s proposed logistical approach.

QUESTION #11

SOLICITATION SECTION: E. Transportation

PARAGRAPH / SECTION NO:

QUESTION: Are multiple return trips anticipated due to staggered training schedules?

ANSWER: Return transportation pick-up times may vary and will be coordinated daily with the MSC TCE-HR Training Site Manager or MSC POC.

Depending on training schedules, multiple return trips may be required to meet mission needs.

QUESTION #12

SOLICITATION SECTION: E. Transportation

PARAGRAPH / SECTION NO:

QUESTION: Are there minimum vehicle capacity or vehicle type requirements?

ANSWER: The PWS does not specify:

• Minimum vehicle capacity

• Maximum passenger count per vehicle

• Specific vehicle types

However, vehicles must:

• Be climate controlled

• Have properly operating air conditioning and heating systems

• Be sufficient in size and number to support required arrival and departure timeframes

QUESTION #13

SOLICITATION SECTION: E. Transportation

PARAGRAPH / SECTION NO:

QUESTION: Will weekend/holiday coordination occur at least one business day in advance?

ANSWER: PWS E.6 states transportation will be coordinated in advance as needed.

The PWS does not establish a minimum advance notice period.

Coordination timing will depend on operational requirements.

QUESTION #14

SOLICITATION SECTION: E. Transportation

PARAGRAPH / SECTION NO:

QUESTION: Is a single trip defined as one-way transportation?

ANSWER: Yes.

A “single trip” is defined as one-way transportation between the hotel(s) and the Training Center.

A daily round trip for one CIVMAR would therefore constitute two (2) single trips for invoicing and tracking purposes.

QUESTION #15

PARAGRAPH / SECTION NO: 6

QUESTION: Is the estimated quantity of 34,675 room nights for the entire five-year period or annual?

ANSWER: The estimated quantity of 34,675 room nights applies to the first year only.

The solicitation states under Technical Subfactor 1:

“The government estimates a maximum of 34,675 single room nights to be utilized during the contract period base year.”

Estimated quantities in the pricing spreadsheet are for evaluation purposes only and do not guarantee minimum ordering quantities.

QUESTION #16

SOLICITATION SECTION: N/A

PARAGRAPH / SECTION NO: N/A

QUESTION: May pricing escalate between contract years?

ANSWER: Yes. The solicitation requires offerors to propose fixed unit rates per room night and per transportation trip for each contract year.

The solicitation states:

“Offerors shall propose fixed unit rates per room night and per transportation trip for each contract year in the TCE-HR Pricing Spreadsheet.”

Accordingly, offerors may propose different fixed unit rates for each contract year. Any anticipated escalation must be reflected in the year-by-year rates proposed.

QUESTION #17

SOLICITATION SECTION: N/A

PARAGRAPH / SECTION NO: N/A

QUESTION: How should offerors address potential year-to-year pricing increases?

ANSWER: Offerors shall propose fixed unit rates for each contract year in accordance with the TCE-HR Pricing Spreadsheet requirements.

The solicitation provides:

• Annual totals will be calculated per contract year

• A cumulative five-year evaluated total will be calculated

• Pricing shall be entered as cumulative evaluated totals in Section B

• Actual pricing during performance will be established at the task order level using the awarded fixed unit rates

Offerors should reflect any anticipated increases within their proposed fixed unit rates for each contract year.