Attachment #2 Q & A Rev. 3.pdf

Attachment# 2 Rev 3.

Questions and Answers from Vendors to the Government.

1. Does Per Diem rate apply or no?

a. This procurement will not be for GSA per-diem rates.

2. Are you awarding to more than one supplier? I.e. will you only accept bids that can handle the whole requirement?

a. Although not required, the Government prefers to award blocks 1, 2 and option block 3 to a single offeror. This solicitation may result in more than one award. 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) Item(s)(CLINs) / SubCLINs.

3. The requirements seem to be written for double occupancy; what occupancy levels can we assume?

a. This requirement is for single occupancy only.

4. Will you accept hotels in anyway?

a. The Government will accept any property that meets the required specifications outlined in the

Performance Work Statement.

5. Is this requirement for a 25-mile restriction based on driving or radius.

a. This requirement is for a 25-mile driving restriction. Note: the Government will not consider any property that requires the use of ferry or water taxi to be within the 25-mile driving restriction as an acceptable property for use.

6. Is a Single venue required?

a. The Contractor may use different venues to fulfil this requirement, as long as they all meet the required specifications outlined in the Performance Work Statement.

7. What is the physical address of the unit?

a. The physical address is for the Naval Submarine Base New London is 1 Crystal Lake Rd, Groton, CT 06340. This requirement is for lodging within 25-mile driving desistance of the Naval Submarine Base New London. Note: the Government will not consider any property that requires the use of ferry or water taxi to be within the 25-mile driving restriction as an acceptable property for use.

8. Would you consider some hotels without the kitchenettes?

a. No, the Government will only accept properties that meets the required specifications outlined in the Performance Work Statement.

9. Please review CLIN 0002AA, 2AB, 2AC & 2AD as the dates and number of nights do not match.

What do you need please? Also, will departure be 28 Aug 21 or the following day?

a. The correct POP for CLIN 0002AA, 2AB, 2AC & 2AD is 9/14/20 to 3/28/21. This will include the night of 03/28/21. (This issue was corrected in amendment 0001)

10. Can you verify the dates in the solicitation for CLIN OPTION 1001 are from 3/29/21 to 6/14/21?

There may have been a typo listing it as 3/29/20.

a. A typo was made on the original solicitation (this issue was corrected in amendment 0001). The dates for option CLIN 1001 are 3/29/21 – 6/14/21.

11. Do you provide a tax exemption certificate for lodging?

a. 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 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 at the last page of this document.

This letter satisfies the “similar document” requirement of FAR Sub-Part 29.305. (See form and memo below)

12. Can you bid on separate Sub-CLIN’s?

a. Yes, you must, at a minimum, be able to quote at least one Sub-CLIN

13. Once a lease is signed for a determined period, will that lease be paid in full if the guest leaves early?

a. This is will be awarded as a firm fixed price contract; therefore any contract awarded will be for the full agreed upon amount in the contract. With that said, the Government reserves the right to terminate a contract, CLIN or SCLIN for convenience. However, if anything is terminated for convenience, then a settlement between the vendor and the Government would take place to settle cost incurred.

14. Will a 30 day notice to vacate be honored to the supplier/vendor?

a. The Government will honor the Firm Fixed Price Contract unless there is a termination of convenience, in which case there is a settlement process to recover expenses incurred will take place.

15. Will the leases be signed by the individuals?

a. The Government signs the contract with the vendor who then in turn signs the lease on the rooms.

PNS members will not be singing the lease.

16. Will individuals pay with a GOV credit card?

a. No, this will be paid via WAWF per the contract.

17. In the event of a Government shutdown, will leases be paid through the original departure date? If so, by what method?

a. Once the Contract is in place, funds are set aside as an obligation for that contract so it would be paid even in the event of a Government shutdown. It will be paid in the same way it states in the contract, through WAWF.

18. Cleaning for a turnover can be more costly and in depth compared to a regular cleaning and pricing out these cleanings without knowing the turnover rate can be difficult. What is the expected turnover rate? Can turnover cleanings be charged as they come?

a. The expected rate of turnover is estimated to be about 1 per unit on average, however this is only an estimate. Any cleaning cost will need to be included in the price vendors quote because this is a FFP contract.

19. If there are units available that are 2 or 3 bedroom units and a common living area, would multiple occupancy rooms be considered?

a. We will only accept one person per unit, as written in the Performance Work Statement 3.4.14 .

20. Should plowing pricing be included in the price of the contract or can that be billed separately?

a. Plowing should be included in the price of the contract. As written in the Performance Work

Statement 3.11.1, it states that properties shall have free, safe and secure parking is required.

21. At what time will you know whether an Option is going to be exercised?

a. Most likely, it will be during the mid to late period of performance for the original CLINs. It is estimated to be around October or November of 2020 when the Government will issue an intent to exercise.

22. Will the different Sub-Clins have to be treated differently during the execution of the contract?

a. No, this just allows vendors to bid on any or all of the Sub-CLINs in order to potentially do a multi-award if necessary, and would not need to be managed separately if multiple Sub-CLINs are awarded to one vendor.

23. Do per diem rates apply?

a. We do not anticipate having to pay per diem rates and the intent of contracting lodging is to pay less than per diem.

24. Will hotels and studio apartments be considered?

a. There is no preference towards hotels or apartments. The government will accept any property including apartments, houses, or hotels so long as the property meets the specification’s outlined in the performance Work Statement. The Government will inspect all units and anything that does not meet the technical specifications would be found technically unacceptable and would be rejected.

25. Will the option be exercised on all units being rented at the time or could there be a partial amount of units extended on the option?

a. As of right now, we anticipate an all or nothing execution of the option but it could be modified if only a partial amount of the units are needed for the option time frame.

26. When will the contract award be?

a. We anticipate award will happen on or around 5/1/2020.

27. Will pets be allowed and who is paying for the deposit or associated fees?

a. If the property allows pets, there is a possibility of people having pets. In that instance, the project team will work with individuals and the contractor to collect all fees that would be needed. Any pet deposit will be the sole responsibility of the individual staying at the property.

28. On the topic of the 24 hour arrival, if the individual shows up after regular check in hours, is a lockbox OK to use?

a. Yes, that will be acceptable.

29. Since there will only be a single occupant per room, if there are two bedroom units to be used, would it be alright if that second room is unfurnished?

a. Yes, that would be acceptable.

30. If the property is located in a historic building that is not able to have hard wired smoke alarms but does have 10 year battery smoke alarms that are up to the code of the area, would that be acceptable?

a. As long as that property has proof that the smoke alarms have an exception and satisfy state and local codes, an exception will be made in that event. Please note 3.4.11 in Performance Work Statement

31. Is there a form provided to each vendor to submit their past performance record?

a. There is no form in particular that needs to be submitted. Please ensure you follow section II (f) in the Addendum to 52.212-1.

32. If there is a time frame during turnover that’s longer than a day, will the vendor still get paid for that time period?

a. This is will be awarded as a firm fixed price contract; therefor any contract awarded will be for the full agreed upon amount in the contract whether the property is occupied or not. With that said, the Goevernment reserve the right to terminate a contract, CLIN or SCLIN for convenience. However if anything is terminated for convenience then a settlement between the vendor and the Government would take place to settle cost incurred.

33. If certain services such as cleaning, laundry, etc. are being subcontracted out, are there requirements for the businesses used to do this?

a. The contract is a small business set aside so as long as the prime contractor meets the specifications as a small business, sub-contacting is oaky.

34. Will the property have more than a day to turn over a unit?

a. The contract states a 24 hour turnover, but if there is an issue due to extenuating circumstances then that would be treated on a case by case basis.

35. If the unit can’t be ready in the 24 hour period, could the vendor put up the occupant in a hotel at the cost of the vendor for the amount of time to get unit ready?

a. This would be another case by case example, and is not desirable, but would be acceptable.

36. Is there a minimum amount of units that need to be rented per property?

a. There is no minimum as long as all units meet the specifications outlined.

37. Do all specifications need to be met down to the exact material listed ex. Nylon spoons, etc.?

a. Yes, we will be checking the specifications to the letter.

38. How will the units be approved?

a. There will be a pre-award inspection to ensure that general room requirements are met and then a post-award inspection to ensure that all the specifications in the contract are met.

39. If the property requires background checks how would that be handled?

a. The vendor should be the liaison with the lease in their name and then the contract is between the government and the vendor. PSN individuals should not be required to do background checks.

40. Once awarded, could there be multiple vendors?

a. The Government may award to multiple vendors. Award will be made based off of what is most advantageous to the government within in the realm of lowest price technically acceptable after factor in the cost of administrative cost when awarding to multiple vendors.