N4523A18R1345_Questions_and_Answers.pdf

Long-Term Lodging Contract Questions and Answers

1. Q. Would it be acceptable to use multiple locations?

A. Multiple locations are acceptable as long as they are within the 25 driving mile limit. This driving distance cannot be extended.

2. Q. Will Puget Sound Naval Shipyard accept a response for less than the total requested rooms?

A. Bids that are for less than the total requested rooms are not accepted. If a contractor would like to use a subcontractor for additional rooms that may be needed, that is entirely their own business decision. We will not accept bids for only half or a quarter of the requested rooms.

3. Q. Are studio apartments and/or hotel rooms acceptable?

A. As long as they meet the requirements in the performance work statement, they would be considered acceptable. Kitchen and living areas need to be separate from the bedroom.

4. Q. Is the contract subject to termination before November 30, 2018? If so, what compensation will be given to contractors who have leased apartments until November 30, 2018?

A. The contract is not subject to termination before the November 30, 2018 date.

5. Q. Is there a minimum number of units required to submit a bid?

A. No, we are wanting bids for the entire amount of rooms in the contract.

6. Q. Section 3 (Scope) of the Performance Work Statement states “The Government reserves the right to cancel up to 10% of total contracted room-nights in accordance with the hotel's standard cancellation policy at no cost.” What is the Government’s cancellation percentage for leased apartments that do not have standard cancellation policies, as leases are mandated by monthly terms of occupancy?

A. The cancellation percentage would also be for up to 10%. It would be up to 10% for lodging in general.

7. Q. Is this a new initiative or have there been previous projects of this type? If so, please provide the contract number, award amount, and the contractor.

A. This is a new requirement needed by Puget Sound Naval Shipyard. There is no incumbent contractor or contract number we can refer to because it is a new requirement.

8. Q. If we are offering more than one apartment or hotel, can the proposal be combined or should the proposal for apartments and hotels be separate documents?

A. If you would like to submit multiple bids, you are allowed to, but we’re asking for bids rather than proposals.

9. Q. The performance work statement says a kitchen is required, would you consider a hotel without a kitchen?

A. Unfortunately, we would not be able to accept a hotel without a kitchen.

10. Q. The request is outlined to arrive by week. Will different guests check in each week and will they stay 7 days?

A. Our travelers will be checking into these apartments at different times starting 07/09/2018 and ending 11/30/2018, with different stay lengths. Travelers will be staying anywhere from 30+ days to the end of the project, 11/30/2018. We will not be putting travelers into contracted lodging short term.

In the event someone's orders are cut short by the project, we will give as much notice as possible to the vendor to be able to fill that space with someone else.

11. Q. Is it the intention of your office to award only one contract for this solicitation or is there a possibility of multiple awards?

A. Only one contract award will be issued.

12. Q. Will multiple purchase orders be issued for this requirement, or just one?

A. Only one contract award will be issued because only one service is being performed.

13. Q. Does everyone need to stay in the same location? If not, will there be people there the whole duration, or will it be groups of people coming and going?

A. No, they don’t all need to be in the same location. People will be coming and going as dictated by workload and resources needed by the project.

14. Q. Does transportation to/from the base need to be provided? If so, are there set times (in the morning/evening) or is it ad-hoc or sporadic?

A. No transportation is required. Employees will have their own transportation via various means. (POV, Carpool, rental car).

15. Q. Would every guest need their own room? Their own bed?

A. Yes, every “guest,” meaning Government employee, needs their own room and their own bed. We cannot force Government employees to share quarters.

16. Q. Can it be assumed that the first apartments secured will be the first apartments evacuated?

A. The first secured apartments won’t necessarily be the first ones vacated. The customers could have someone come and check in on 7-9-2018 and could stay through 11-30-2018, so that lodging room could not be released prior to 11-30-2018.

17. Q. If the Contractor is obtaining the guest’s Government travel cards with orders, does this indicate that the vendor will charge the travelers’ for housing vs. invoicing via the WAWF site?

A. No, the GTCC is provided only for miscellaneous expenses or damages incurred by the traveler not covered by the contract. The actual room charges should be billed via invoice in WAWF.