Att_5._Amended_Q&A_1-34_09252018.pdf

Attachment 5 (Rev2)

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

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

Questions & Answers #30 ‐ #34, 09/25/2018

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).

Question 30: Long Term Lodging Spec # 3.4.11.2 that states, “Properties shall be equipped with an automatic sprinkler system, with a sprinkler head in each room in compliance with NFPA Standards 13 or

13r.” Would a fire extinguisher suffice in lieu of an automatic sprinkler system and/or sprinkler head for apartments built prior to the NFPA Standard 13 or 13r requirement?

Response to Question 30: No change in the Specifications is authorized. Properties shall be equipped with an automatic sprinkler system, with a sprinkler head in each room in compliance with NFPA Standards 13 or 13r.

Question 31: During our process of sourcing properties for your lodging requirement in Groton, CT we have found that the apartment communities require a background check for each occupant. We believe a statement from PNS indicating that each PNS employee completed and passed a thorough background check prior to their employment with PNS would satisfy the requirement. Is this something you would be able to provide upon contract award?

Response to Question 31: Yes. Portsmouth Naval Shipyard (PNS) employees have each completed and passed a thorough background check leading to the granting of a required security clearance prior to commencing employment with PNS.

Question 32: We seek clarification on the total number of room nights. We acknowledge specifically the questions/answers to #14 and #21 (above). Our review determined the total room nights for the Long

Term and Short term are not calculated based upon the same formula between CLINS whereas the total room nights for the Option To Extend ARE calculated correctly. As a result, the Long Term (0001AA, 0001AB, 001AC) are short 285 room nights which will affect overall Length of Stay totals. The Short Term

(0002AA, 0002AB) are short 80 room nights which will also affect the overall totals. However, as noted above, the calculations for the Option To Extend are calculated correctly and match POP plus the check‐ out date. As the primary source of inventory being corporate style housing, our housing partners will bill up to and include the check‐out day. We respectfully request an adjustment to the calculations as to include the check‐out day.

Response to Question 32: Per SF30 N3904019Q0001‐0002 (Amendment 0004 to the FBO

Posting), the CLINs/SubCLINs have changed, as follows:

Question 33: With regard to the Past Performance Information Form; Is there an additional, separate questionnaire form required for submission (ex. Past Performance Questionnaire)?

Response to Question 33: No, an additional, separate Past Performance Questionnaire is NOT required.

Question 34: To verify Attachment 6, is this saying under memorandum for contractors that contractors would be tax exempt?

Response to Question 34: Attachment 6 to the subj solicitation documents Portsmouth Naval

Shipyard's exemption from State and Local Taxes. According to paragraph 2, on page 2 of the attachment, "Normally, taxing authorities accept as evidence of exemption a copy or 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." According to paragraph 3 on this same page, "this letter satisfies the "similar document" requirement of FAR subpart 29.305."

While Portsmouth Naval Shipyard is tax exempt, and presentation of Attachment 6 (and/or the other listed documents) by an awardee of a Federal Gov't contract to taxing authorities (in this case property subcontractors) may suffice, Offerors should consult their respective

Accountants for professional advice and guidance.

NOTES A – C:

0001 LO NG TERM REQ UIREMENTS

0001AA 25 Long Term Units: 25 Units x 242 Nights to total 6,050 room Nights. 01/01/2019 08/31/2019 242 25 6,050 NIGHT

0001AB 60 Long Term Units: 60 Long Term Rooms x 166 Nights to total 9,960 room Nights. 01/15/2019 06/30/2019 166 60 9,960 NIGHT

0001AC 100 Long Term Units: 100 units x 211 Nights to total 21,100 room Nights. 02/01/2019 08/31/2019 211 100 21,100 NIGHT

0001AD 100 Long Term Units: 100 units x 122 Nights to total 12,200 room Nights. 03/01/2019 07/01/2019 122 100 12,200 NIGHT

0002 SHO RT TERM REQ UIREMENTS

0002AA 15 Short Term Units: 15 Units x 242 days to total 3,630 room Nights. 01/01/2019 08/31/2019 242 15 3,630 NIGHT

0002AB 15 Short Term Units: 15 Units x 180 days to total 2,700 room Nights.

02/01/2019 07/31/2019 180 15 2,700 NIGHT

0002AC 50 Short Term Units: 50 Units x 183 days to total 9,150 room Nights. 03/01/2019 08/31/2019 183 50 9,150 NIGHT

O PTIO N

1001 O PTIO N 1 (100 Long Term Units): O ption to Extend CLIN 0001 / SubCLIN 0001AC (100 Units x 30 days to total 3,000 room days).

09/01/2019 09/30/2019 30 100 3,000 NIGHT

Unit of Issue

CLINs/ SubCLINs

N3904019Q 0001 CLINs/ SubCLINs Descriptions PO P Begin PO P End Subtotal Days

Q TY

Units Rqd

Total Room Nights

NOTE A: Rather than reserving the right to sell back rooms not being utilized by Navy personnel, all apartments/rooms contracted under this new requirement will be leased/rented throughout the contract’s Period(s) of Performance. It will be the Government’s responsibility (PNS Administrator or

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

NOTE B: Per Section M ‐ Evaluation Factors for Award, 52.212‐2 Evaluation‐‐Commercial Items, under

Item (1) Technical Acceptability, “Lodging units will be inspected by representatives of the Government as part of the technical evaluation.” Prospective Offerors are advised that said property inspections are expected to be conducted by the Government during the first two weeks of October 2018.

NOTE C: 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.

AMD 0001 SF30 DESCRIPTION:

The purpose of this Amendment is to: 1) Correct the Section B SubCLIN 0001AC description; 2) Correct the Section L FAR clause 52.212‐1 NAICS Code and Small Business Size Standard, and the Standard Form number reference throughout the clause from SF1449 to SF18; 3) Correct the Section L Addendum To

52.212‐1 “Instructions To Offerors – Commercial Items” Instructions for Submitting Past Performance to remove the Fax Number; 4) Correct the Section J Attachments List. All other terms and conditions remain unchanged. SEE CONTINUATION PAGE FOR DETAILED DESCRIPTION.

AMD 0002 FBO DESCRIPTION:

The purpose of this Amendment is to: 1) Amend Attachment 5, Questions and Answers, to include

Questions 1 – 29. All other terms and conditions remain unchanged.

AMD 0003 FBO DESCRIPTION:

The purpose of this Amendment is to: 1) Add 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. All other terms and conditions remain unchanged.

AMD 0004 FBO DESCRIPTION:

The purpose of this Amendment is to:

1) Change the unit of issue from Days to Nights; 2) Revise the Long Term SubCLINs 0001AA,0001AC, and Long Term Option 1 SubCLIN 1001 Unit Quantities and POP dates; 3) Add Long Term SubCLIN 0001AD; 4) Revise the Short Term SubCLINs 0002AA, 0002AB Unit Quantities and POP dates; 5) Add Short Term SubCLIN 0002AC; 6) Delete Long Term Option 2 SubCLIN 2001. All other terms and conditions remain unchanged.

NOTES D: Prospective Offerors are advised that