Att_5._Amended_Q&A_1-29_09142018.pdf

Attachment 5 (Rev1)

Questions & Answers, #1 ‐ #4, 09/07/2018

Questions & Answers #5 ‐ #29, 09/14/2018

Question 1: On Page 69 (Section L ‐ Instructions, Conditions and Notices to Bidders, Addendum To

52.212‐1 “Instructions To Offerors – Commercial Items”, under Instructions for Submitting Past

Performance, it indicates a US Postal Address, as well as an email address to submit proposals. Are you requiring that the proposal be submitted via the U.S. Postal Service, or is it ok to send via email to you?

Response to Question 1: In accordance with page 69 of the SF18, past performance information forms and completed SF18 quote responses may be submitted via either my email address (preferred) or the US Postal Address. Please refrain from submitting via Fax. FAR

Provision 52.215‐ Facsimile Proposals is NOT included in Section L of the SF18, and facsimile submission of quotes is not authorized.

Question 2: Under Section B, CLIN 0001, Long Term SubCLIN 0001AC: Feb 1 ‐ May 31: You indicate 125 units x 211 days for total room nights of 14,875. I get 26,375 room nights.

Response to Question 2: Line Item 0001/SubCLIN 0001AC (Long Term): The correct quantity is

125 units x 119 days to accurately total 14,875 room nights.

Question 3: Under Section B, CLIN 0002, Short Term SubCLINs 0002AA and 0002AB: You indicate 211 days and 119 days respectively. You state that 29 days or less is considered Short Term. Is this because you will be rotating/changing personnel in the guestrooms and each individual will not stay longer than

29 days?

Response to Question 3: SF18 RFQ solicitation Line Item 0002AA requests pricing for 211 days, and Line Item 0002AB requests pricing for 119 days for rooms that meet the Short Term

Lodging Specifications in Section C. PNS personnel on temporary assignment of duty (TDY) to

NLON for durations of 29 days or less will likely occupy this type of unit, and yes, room occupants will likely rotate in/out according to their TDY durations. It will be the responsibility of the Contracting Officer's Representative (COR)/BEACH Administrator to coordinate room assignments, etc.

Question 4: Is there a cut‐off date for submission of technical questions?

Response to Question 4: Yes, please submit all technical questions in writing via email to:

deana.manfredi@navy.mil no later than three (3) business days prior to the date populated in

Box 10 on the SF18 RFQ Solicitation Cover Sheet, or as specified in any subsequent amendments, if applicable.

Question 5: Do you provide a tax exemption certificate for lodging?

Response to Question 5: As an agency of the Federal Government, Portsmouth Naval Shipyard is exempt from all state imposed sales or use taxes. Normally, taxing authorities accept as evidence of exemption a copy of relevant portion of a Federal Government contract, copies of purchase orders, shipping documents, credit‐card‐imprinted sales slips, paid invoices, or similar documents that identify an agency or instrumentality of the United States as the Buyer.

Please refer to Attachment 6, Form 637 Registration for Tax‐Free Transactions Under Chapter

32 of the IRS Code, and its Memorandum for Contractors and Vendors pertaining to Exemption from State and Local Taxes. This letter satisfies the “similar document” requirement of FAR sub‐part 29.305.

Question 6: Are the long term lodging units to be used for consecutive lodging days or are they rotational days?

Response to Question 6: The long term lodging units may be subject to rotation. It will be the responsibility of the Government Contracting Officer's Representative (PNS Administrator or

Beach Coordinator) to ensure that all contracted apartments/rooms are occupied by Navy

Personnel for the duration of the POPs.

Question 7: Is there a rotational schedule that provides the lengths of stay for each unit?

Response to Question 7: There is NOT a rotational schedule providing the lengths of stay for each unit. It will be the responsibility of the Government Contracting Officer's Representative

(PNS Administrator or Beach Coordinator) to ensure that all contracted apartments/rooms are occupied by Navy Personnel for the duration of the POPs.

Question 8: How frequently will the rotations occur?

Response to Question 8: Rotations of employees occupying the long and short term units will occur on an as‐needed basis based upon Project Schedules. It will be the responsibility of the

Government Contracting Officer's Representative (PNS Administrator or Beach Coordinator) to ensure that all contracted apartments/rooms are occupied by Navy Personnel for the duration of the POPs.

Question 9: Will all days be utilized, for example Item Number 0001AA has 21,100 room days will all days be utilized or will there be days when there are no occupants in the units?

Response to Question 9: All room days will be utilized. Rather than reserving the right to "sell back" rooms not being utilized by Navy personnel to the vendor(s), all apartments/rooms contracted will be leased/rented throughout the contract(s) Period(s) of Performance (POPs).

It will be the responsibility of the Government Contracting Officer's Representative (PNS

Administrator or Beach Coordinator) to ensure that all contracted apartments/rooms are occupied by Navy Personnel for the duration of the POPs.

Question 10: Does the US Navy pay for days units are not occupied during the shift in personnel for each rotation?

Response to Question 10: Rather than reserving the right to "sell back" rooms not being utilized by Navy personnel to the vendor(s), all apartments/rooms contracted will be leased/rented throughout the contract(s) Period(s) of Performance (POPs). It will be the responsibility of the Government Contracting Officer's Representative (PNS Administrator or

Beach Coordinator) to ensure that all contracted apartments/rooms are occupied by Navy

Personnel for the duration of the POPs.

Question 11: The solicitation states “At minimum, Offeror(s) must be able to quote the full quantity specified under at least one or more full Contract Line Item(s) (CLINs)/SubCLINs”. We understand that to mean, for example; if we bid on Item Number 0001AA it cannot be changed to 50 Long Term Units, it must be 100 units to be accepted, is that correct?

Response to Question 11: Yes, to be considered technically acceptable, Offeror’s must be able to submit a quote to fulfill, at a minimum, 100% of the quantity required under any one or more Contract Line Item(s) (CLINs)/SubCLINs.

Question 12: For the short term lodging will you accept hotels that meet all requirements in lieu of apartments?

Response to Question 12: Yes, any offered property that meets 100% of the Specifications for

Short Term Lodging in Section C of the solicitation may be considered technically acceptable subject to results of Property Inspection(s) to be conducted by Representative(s) of the

Government.

Question 13: Is there a rotational schedule for short term lodging?

Response to Question 13: There is NOT a rotational schedule for short term lodging. Rotations of employees occupying the term units will occur on an as‐needed basis based upon Project

Schedules. It will be the responsibility of the Government Contracting Officer's Representative

(PNS Administrator or Beach Coordinator) to ensure that all contracted apartments/rooms are occupied by Navy Personnel for the duration of the POPs.

Question 14: We were unable to calculate the total room days to equate to your numbers. Can you please verify the totals?

Response to Question 14: Check out date is NOT counted in calculation of room nights. See

Table below verifying the calculations.

Item # Item # Item # Item # Item #

0001AA 0001AB 0001AC 0002AA 0002AB

Start Date 1/1/2019 1/15/2019 2/1/2019 1/1/2019 2/1/2019

End Date 7/31/2019 6/30/2019 5/31/2019 7/31/2019 5/31/2019

Check Out Date 8/1/2019 7/1/2019 6/1/2019 8/1/2019 6/1/2019

End Date ‐ Start Date = Subtotal Days per Line Item

211 166 119 211 119

Units x Subtotal Days = Total 21,100 9,960 14,875 6,330 5,950

Question 15: On Page 9 in section 3.5, 3.5.2 it states One (1) sofa/ couch with fold out bed. Can we provide a fold out cot (in addition to a regular couch) to be left on‐site instead of having that be a feature of the couch?

Response to Question 15: Specification Item 3.5.2 under the Long Term Lodging Specifications in Section C of the solicitation require one (1) sofa/couch with fold out bed. The specifications are “Minimum” requirements. No changes to the Specifications are authorized.

Question 16: On page 10 section 3.6, 3.6.1.2 there is a mention of one (1) set of sheets to fit the fold out bed. Is it safe to say you are wanting everything from sheets, pillows and a blanket for the bed to be included in this set?

Response to Question 16: Specification Item 3.6.1.2. under the Long Term Lodging

Specifications in Section C of the solicitation require two (2) complete sets of queen size sheets, one (1) set of sheets to fit fold out bed. The specifications are “Minimum” requirements.

Question 17: As for short term less than 29 days, is there a minimum amount of days that the unit will be occupied? Will the contract winner receive a list of housing occupants?

Response to Question 17: All room days will be utilized. It will be the responsibility of the

Government Contracting Officer's Representative (PNS Administrator or Beach Coordinator) to ensure that all contracted apartments/rooms are occupied by Navy Personnel for the duration of the POPs. Awardees will be provided with Rooming List(s) after award.

Question 18: Can we offer 2 bedroom / 2 bathroom units for the long term housing instead of 1 bedroom / 1 bath units, or a combination of both units?

Response to Question 18: The specifications are “Minimum” requirements. Any offered property that meets or exceeds 100% of the Specifications for Long Term Lodging in Section C of the solicitation may be considered technically acceptable subject to results of Property

Inspection(s) to be conducted by Representative(s) of the Government.

Question 19: When will an award be issued?

Response to Question 19: Prospective Offerors are advised that the Government’s projected date for the award of contract(s) resulting from this solicitation is approximately 12/01/2018.

Question 20: Can agencies send the PPQ documents (Past Performance Information Forms) directly send it to you? Is it ok if that information is referenced on the Proposal? Are Offerors able to insert

CPARS report cards instead of asking Agencies to fill out and submit PPQ documents (Past Performance

Information Forms)?

Response to Question 20: Yes, Agencies may submit completed Past Performance Information

Forms directly to the name and address specified in Section L of the Solicitation under FAR

52.212‐1, Addendum To 52.212‐1 “Instructions To Offerors – Commercial Items”, Instructions for Submitting Past Performance. Offerors are not advise to submit CPARS Report Cards.

Question 21: The total number of days do not coincide with the calendar days stated will you verify total number of days?

Response to Question 21: Check out date is NOT counted in calculation of room nights. See

Table below verifying the calculations.

Item # Item # Item # Item # Item #

0001AA 0001AB 0001AC 0002AA 0002AB

Start Date 1/1/2019 1/15/2019 2/1/2019 1/1/2019 2/1/2019

End Date 7/31/2019 6/30/2019 5/31/2019 7/31/2019 5/31/2019

Check Out Date 8/1/2019 7/1/2019 6/1/2019 8/1/2019 6/1/2019

End Date ‐ Start Date = Subtotal Days per Line Item

211 166 119 211 119

Units x Subtotal Days = Total 21,100 9,960 14,875 6,330 5,950

Question 22: The Statement of Work addresses the Past Performance Information Retrieval System

(PPIRS). We have had numerous Navy contracts, however, we are not aware of any PPIRS, how will that affect our evaluation for this solicitation?

Response to Question 22: The Past Performance Information Retrieval System (PPIRS) is a government wide single repository of past performance data. PPIRS is a shared data warehouse of report cards that detail a vendor’s performance on current (or completed) contracts. The information is restricted to use for source selection. Contracting officials and source selection team members are the only personnel with need to PPIRS access. Contractors may obtain access to only their own data that is stored in PPIRS. This ensures that the information contained in PPIRS is valid accurate data.

More information may be viewed and obtained at: https://www.cpars.gov/index.htm

As stated in Section M ‐ Evaluation Factors for Award of the solicitation, under FAR 52.212‐2

EVALUATION‐‐COMMERCIAL ITEMS. (2) Past Performance, “In the case of an Offeror without a record of relevant past performance, or for whom information on past performance is not available, or is so sparse that no meaningful past performance rating can be reasonably assigned, the Offeror may not be evaluated favorably or unfavorably on past performance.

Therefore, the Offeror shall be determined to have “unknown” past performance. In the context of the acceptable/unacceptable rating, “unknown” past performance shall be considered “acceptable.”

Question 23: On the pricing sheets, are Line Items #0001 and #0002 designed to be a roll up of totals from Sub‐Items AA, AB and AC?

Response to Question 23: The required Item 0001 Lease/Rental Long Term Lodging Units are broken down under SubCLINs 0001AA, 0001AB, and 0001AC based on periods of performance, quantities and units (room nights). The required Item 0002 Lease/Rental Short Term Lodging

Units are broken down under SubCLINs 0002AA and 0002AB based on periods of performance, quantities and units (room nights).

Question 24: Will there be any lapse in the days of occupancy; i.e. during change in occupancy will the units be vacant, if so how long?

Response to Question 24: All room days will be utilized. Rather than reserving the right to "sell back" rooms not being utilized by Navy personnel to the vendor(s), all apartments/rooms contracted will be leased/rented throughout the contract(s) Period(s) of Performance (POPs). It will be the responsibility of the Government Contracting Officer's Representative (PNS Administrator or Beach

Coordinator) to ensure that all contracted apartments/rooms are occupied by Navy Personnel for the duration of the POPs.

Question 25: If there are lapses during change in occupancy, will the Navy pay for those days?

Response to Question 25: Rather than reserving the right to "sell back" rooms not being utilized by Navy personnel to the vendor(s), all apartments/rooms contracted will be leased/rented throughout the contract(s) Period(s) of Performance (POPs). It will be the responsibility of the Government Contracting Officer's Representative (PNS Administrator or

Beach Coordinator) to ensure that all contracted apartments/rooms are occupied by Navy

Personnel for the duration of the POPs.

Question 26: Is there a schedule for rotations for short and long term units?

Response to Question 26: There is NOT a rotational schedule providing the lengths of stay for each unit. It will be the responsibility of the Government Contracting Officer's Representative

(PNS Administrator or Beach Coordinator) to ensure that all contracted apartments/rooms are occupied by Navy Personnel for the duration of the POPs.

Question 27: For the short term lodging will you accept extended stay hotels; i.e. Residence Inn, etc.?

Response to Question 27: Yes, any offered property that meets 100% of the Specifications for

Short Term Lodging in Section C of the solicitation may be considered technically acceptable subject to results of Property Inspection(s) to be conducted by Representative(s) of the

Government.

Question 28: Will you accept pricing for less than the number of units per line item?

Response to Question 28: No. To be considered technically acceptable, Offeror’s must be able to submit a quote to fulfill, at a minimum, 100% of the quantity required under any one or more

Contract Line Item(s) (CLINs)/SubCLINs.

Question 29: Clarification is requested for Page 19, 3.10 minimum housekeeping cleaning services item

3.10.1 daily housekeeping services. May we NOT provide services on holidays?

Response to Question 29: Daily housekeeping services are not required to be performed on

Federally recognized holidays. According to the U.S. Office of Personnel Management, these holidays include New Year's Day, Birthday of Martin Luther King, Jr., Washington's Birthday (President's Day), Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and

Christmas Day. For purposes of this solicitation, the Period of Performance start dates of Items 0001AA and 0002AA fall on New Year's Day, 01/01/2019. All lodging units must have received housekeeping services immediately prior to check‐in on this date (within 24 hours).